partnership opportunities sponsorship & exhibition sales … · 2018-11-09 · sponsorship...

PARTNERSHIP OPPORTUNITIES

Sponsorship & Exhibition Sales Brochure

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TABLE OF CONTENTS

WELCOME

THE WORLD SUMMIT ON ACCESSIBLE TOURISM

FACTS & FIGURES

SPONSORSHIP OPPORTUNITIES

GOLD

SILVER

BRONZE

THE EGG CONGRESS & MEETING CENTER BRUSSELS

GENERAL FLOORPLAN

INDIVIDUAL SPONSORSHIP ITEMS - ’A LA CARTE’

ADVERTISING IN THE FINAL PRINTED PROGRAMME

EXHIBITION PACKAGES

PARTNERSHIP CONTRACT

EXHIBITOR RULES & REGULATIONS

CONTACT

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Four years after its first edition in Montreal, the World Summit on Accessible Tourism arrives in the capital of Europe on 1-2 October 2018.

It is a unique opportunity to showcase innovation and best practices in terms of accessible destinations in Europe and the rest of the world. The second edition of the Summit will welcome hundreds of participants and key players that welcome people with special needs thanks to the development and promotion of accessible destinations for all.

The success of this endeavour would not be possible without the strong support of the four regional tourism authorities that compose Belgium: Visit Flanders, Visit Brussels, Wallonie Tourism CGT and Ostbelgien. We would like to thank them for their strong support.

As the theme of this 2nd

Summit, we have chosen: ‘The Accessible Tourism Chain’ and we will organise more than 20 sessions that will enrich all participants with the latest findings & innovations in accessible tourism knowledge. In conjunction with the summit, an exhibition, focusing on ‘Accessible Leisure and Holiday’ will be hosted, allowing participants to discover and promote accessible tourist destinations in Europe and the rest of the world.

We are also building a social and technical tour programme in line with Belgium’s renowned hospitable reputation to enjoy all areas of interest in and around Brussels, its region, products and services.

This brochure is meant to give you a first impression and global view of the Summit and inform you on how to become a privileged partner in its success.

We are looking forward to seeing you in Brussels!

WELCOME

Vincent Snoeck

Co-President of the Summit

CAWaB

Isabelle Ducharme

Co-President of the Summit

Kéroul

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Organised for the first time in 2014 in Montréal, under the aegis of Kéroul and with the participation of UNWTO, the

UN, the European Network for Accessible Tourism and ICAO, the aim of the World Summit on Accessible Tourism is

to mobilise all stakeholders – civil society organisations, public authorities and private organisations – to identify and

implement the measures that will enable a barrier free and inclusive international tourism to prosper.

The first Summit has demonstrated that developing accessibility solutions is a win-win solution for destinations,

tourists and citizens alike. More than 360 participants from 31 countries shared their expertise and experiences. The

Declaration "A World for Everyone" was adopted after the event.

This declaration, available in 10 languages, includes 40 specific measures to implement internationally and in their

respective countries the recommendations of the World Tourism Organization (WTO) for inclusive tourism. The

Declaration constitutes a genuine plan of action at the local, national and international levels, promoting the

accessibility of tourist infrastructures, buildings and services, as well as passenger transport services.

The United Nations estimates that there are 650 million people with disabilities worldwide. Counting their families,

about 2 billion people are directly affected by a disability, accounting for nearly one third of the world's population. In

addition, global population ageing increases accessibility needs.

For all tourism operators, it is a major challenge: those who will be able to meet the needs of tourists with disabilities

will have a decisive advantage over their competitors. In addition, seniors have fewer time constraints. Targeting this

group can reduce the seasonality of the tourism industry.

In 2018, there are many reasons why your contribution to the second edition of the World Summit on Accessible

Tourism is crucial, to name just a few:

Set yourself apart from others;

Boost your brand – increase visibility and recognition;

Foster goodwill and gain respect within the industry;

Build awareness with an international audience;

Reach out and connect with more than one billion potential clients and visitors;

Contribute to a better world for all through inclusive tourism.

THE WORLD SUMMIT ON ACCESSIBLE TOURISM

http://www.destinationsforall2014.com/en/declaration#.WVZJzoiGPb0

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FACTS & FIGURES

The first edition of the World Summit was an opportunity assessed to gauge the market size of accessible tourism.

Today, 15% of the world's population live with a disability. This audience is increasing because of ageing.

By 2020:

Baby boomers will account for 50% of tourism spending

40% of baby boomers will face situations of disability

The accessible tourism market will account for one-quarter of tourism spending

The Summit audience can be divided in three equal segments:

Private sector leaders

Public or para-public officials

Civil society representatives

- Elected representatives of national and regional governments and ministers of tourism,

- Persons involved in policy-making and representatives of ministries of tourism, public authorities,

- Representatives of tourism, regional and city offices,

- Managers of destinations and tourist, cultural and recreational attractions,

- Tourism and travel business owners, managers, including hotel and marketing managers,

- Planners and designers of products, buildings, cities, environments, information technology, technical aids,

- Transport planners and transport providers, from the local to the global scale,

- Representatives of agencies and institutes,

- Teachers, researchers, trainers as well as students,

- Journalists, publishers and media focused on tourism and travel,

- Representatives of regional, national and international non-governmental organisations,

- NGOs made up of persons with disabilities, elderly persons or persons acting for them,

- Other interest or consumer groups,

- People involved in accessible tourism, interest groups, travelers and experts.

Almost a third of the participants came from the non-profit sector. Travel agencies and the government sector each

represent about 10% of attendees, followed by academics (7.7%), consultants (7.7%) and tourist agents (7.1%).

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GOLD

Sponsorship Package

Value: EUR 20.000

(Limited to four sponsors)

INCLUDING ALL ITEMS:

Status as GOLD Sponsor

Pre- & Post-Participant List (including name, job title, company address)

July, 2018

August, 2018

September, 2018

Post-Summit

BRANDING & ADVERTISING

3 x Summit bag inserts (limited to a double sided flyer)

1 x Full page colour advertisement in final printed programme

Corporate logo in sponsor loop in-between sessions in plenary session room

Verbal recognition in the opening plenary session

Corporate logo & link on conference website http://destinationsforall2018.eu

Recognition on Exhibitor Directory including company logo

Opportunity to place a poster in the entrance area, near registrations

EXHIBITION & REGISTRATION

Exhibition space of 24m²

2 x Exhibit Hall Access Only Passes

2 x Full Summit Registrations

UNIQUE TO THIS PACKAGE

Select one of the following options (first come first served basis):

Official co-sponsor of the Welcome Reception

Co-sponsor of the final printed programme

Sponsorship recognition (one logo) on the Summit bag*

Sponsorship recognition (one logo) on the Summit lanyard*

SPONSORSHIP OPPORTUNITIES

NOTE: Exhibiting is not required in order to participate as a sponsor

* IMPORTANT NOTE

The lanyards and bags are based on a maximum production of 500

units. Should the participant number exceed 500 participants, the

additional item production cost will be added to the package value.

http://destinationsforall2018.eu/

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SILVER

Sponsorship Package

Value: EUR 15.000



Status as SILVER Sponsor


July, 2018

August, 2018

September, 2018

Post-Summit


2 x Summit bag inserts (limited to a double sided flyer)

1 x Half page colour advertisement in final printed programme









1 x Full Summit Registration

UNIQUE TO THIS PACKAGE

Select one of the following options (first come first served basis):

Co-sponsor of the coffee refreshment breaks Day 1

Co-sponsor of the lunch Day 1


Co-sponsor of the lunch Day 2

SPONSORSHIP OPPORTUNITIES (continued)


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BRONZE

Sponsorship Package

Value: EUR 9.500



Status as BRONZE Sponsor


July, 2018

August, 2018

September, 2018

Post-Summit


1 x Summit bag insert (limited to a double sided flyer)

1 x Quarter page colour advertisement in final printed programme









1 x Full Summit Registration

SPONSORSHIP OPPORTUNITIES (continued)


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THE EGG CONGRESS & MEETING CENTER BRUSSELS GENERAL FLOORPLAN

IMPORTANT NOTE

The ‘Grand Hall’ at The Egg Congress & Meeting Center will be hosting the

exhibition of the World Summit of Accessible Tourism. A detailed floorplan with

the implementation of the different exhibition stands will be provided closer

to the actual event date in 2018.

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* IMPORTANT NOTE

The notepads & pens and reusable water bottles are based on a maximum production of 500 units. Should the participant number

exceed 500 participants, the additional item production cost will be added to the package value.

INDIVIDUAL SPONSORSHIP ITEMS - ‘A LA CARTE’

NOTE: Exhibiting is not required in order to participate as a sponsor

NOTEPADS & PENS*

Limited to one sponsor Value: EUR 5.500

Take advantage of placing your company logo on notepads and pens distributed to all full Summit participants. The production cost of the notepads & pens including 1 x full colour logo imprint is included in the package value.

REUSABLE WATER BOTTLES*

Limited to one sponsor Value: EUR 5.500

Increase your company’s visibility by customizing reusable water bottles with your company logo. The production cost, including 1 x one colour logo imprint, is included in the package value.

EMAIL TO CONFERENCE ATTENDEES

Limited to 5 sponsors Value: EUR 500

Let attendees know you’ll be at the World Summit for Accessible Tourim 2018 before the event starts. Email is sent pre or post-Summit to opt-in participants only. Message content to be approved by the Summit Organiser.

Note: All messages must be received in full in CSS/HTML code. We will merely send the mes-

BAG INSERT*

Limited to 5 sponsors Value: EUR 375

Place your ad, promotional item or message in the Summit bag. Each attendee is handed a bag at registration when they pick up their badge. Opportunity to include one (literature item or giveaway item for inclusion). Bag insert must be created and produced by sponsoring company and needs to be validated by the Organiser. Quantity to be produced 500.

SPECIAL REQUESTS If the above sponsorship items do not meet your current marketing aims please do contact us at

[email protected] to discuss your needs and he will do her utmost to work on a tailor -made

package that would fit your objectives.

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ADVERTISING TYPE FEE

Full color page inside front cover (Specifications: A4 brochure stapled or Wire-o binding)

EUR 3.450

Full color page inside back cover (Specifications: A4 brochure stapled or Wire-o binding)

EUR 3.450

Full color page advertisement (Specifications: A4 brochure stapled or Wire-o binding)

EUR 3.200

Half color page advertisement (Specifications: A4 brochure stapled or Wire-o binding)

EUR 1.550

Quarter color page advertisement (Specifications: A4 brochure stapled or Wire-o binding)

EUR 850

ADVERTISING IN THE FINAL PRINTED PROGRAMME

The final printed programme will be distributed to all registered Summit participants. It will include the complete

educational programme, information about the exhibiting industry leaders as well as practical information about the

Summit and social programme.

SPECIFICATIONS FOR ALL DELIVERABLES

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LOGOS All logos must be vector logos (in .EPS or .AI formats) to guarantee good quality once printed.

ADVERTISEMENTS IN PRINTED PROGRAMME* The organization cannot be held responsible by the printed outcome of any logos or ads if they do not comply with

these specifications. All deliverables must be received by July, 2018.

Brochure A4 EU Format:

Advertisement design size:

- Full page (trim size): A4 (210 x 297mm)

- Half (½) page: A5 (210 x 148mm)

- Quarter (¼) page: A6 (105 x 148mm)

Technical Specifications: 5mm bleed and crop marks (Inside margin 10 mm for Wire-O binding)

File: EPS or High Resolution PDF for press/ JPG 300 dpi

E-BLASTS / NEWSLETTER All messages must be received in full in CSS/HTML code. The organisation will merely send the message on behalf

of the sponsor but will not be responsible for the formatting.

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UPGRADED WEBLISTING - EUR 250

Benefit from additional visibility by adding your company logo and link to your website on the 2nd

World

Summit on Accessible Tourism website.

EXHIBITOR ADD-ONS

EXHIBITION PACKAGES

EXHIBITION RESERVATION FEES

RESERVATION TYPE FEE (per 6m²)

Early Reservation

(1 July 2017 - 31 January 2018) EUR 2.500

Regular Reservation

(1 February 2018 - 1 October 2018) EUR 2.750

The Exhibition, held from 1-2 October 2018, is an integral part of this World Summit on Accessible Tourism

focusing on ‘Accessible Leisure and Holiday’, allowing participants to discover accessible tourist destinations in

Europe and the rest of the world. Comfortable Exhibition facilities, conveniently located right next to the plenary

session room, are available for you at The Egg Congress & Meeting center Brussels. Do not miss out!

1 x exhibition only passes (exhibition hall and

Welcome Reception access only)

Pre- & Post-participant list (name, job title, company,

address, phone)

July, 2018

August, 2018

September, 2018

Post-Conference

Company name listed on Summit website as an

exhibitor

1 x 6m² exhibition space

1 x table

2 x side chairs

1 x wastebasket

UPGRADED LISTING IN PRINTED PROGRAMME - EUR 250

Take advantage of upgrading your company listing in the final printed programme, provided to all

registered Summit participants, by adding your company logo.

EXHIBITION SCHEDULE (subject to change)

ALL EXHIBITION PACKAGES INCLUDE:

DAY & DATE OPENING HOURS

Monday, 1 October 2018 10h00 - 18h00

Tuesday, 2 October 2018 10h00 - 18h00

NOTE: Exhibiting is required in order to benefit from the below add ons.

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Source: The Egg Congress & Meeting Center Brussels - Examples of Exhibitions

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PARTNERSHIP CONTRACT

THE EGG CONGRESS & MEETING CENTER BRUSSELS

1. YOUR CONTACT INFORMATION

First Name………………………………………………… Last Name ………………………………………………………….

Profession ………..…………………………………………………………………………………………………………………...

Email ………...………………………………………………………………………………………………………………………...

Telephone ………………………………………………….. Mobile ………………………………………………………………

Company………………………………………………………………………………………………………………………………

Adress………………………………………………………………………………………………………………………………….

City…………………………………………………………… Postal Code …...………………………………………………….

Country ....…………………………………………………………………………………………………………………………….

Website…………....…………………………………………………………………………………………………………………..

Additional Contact Name …………………………………. Email …………….………………………………………………….

SELECT PACKAGE INCLUDES FEE

□

GOLD

Choice of one (first come first served basis)

Official co-sponsor of the Welcome Reception

Co-sponsor of the final printed programme

Sponsorship recognition (one logo) on the Summit bag*

Sponsorship recognition (one logo) on the Summit lanyard*

EUR 20.000

□

SILVER

Choice of one (first come first served basis)


Co-sponsor of the luncheon Day 1


Co-sponsor of the luncheon Day 2

EUR 15.000

□

BRONZE

Detailed package description on page 8 of this brochure.

EUR 9.500

TOTAL SPONSORSHIP PACKAGE

EUR ………….

2. SPONSORSHIP PACKAGES

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3. INDIVIDUAL SPONSORSHIP ITEMS - ’A LA CARTE’

SELECT SPONSORSHIP ITEM FEE

□

Reusable Water Bottles

EUR 5.500

□

Notepads & Pens

EUR 5.500

□

Bag insert

EUR 500 (per insert)

□

Email to Summit participants

EUR 500 (per email)

TOTAL SPONSORSHIP ITEM

EUR ………….

4. ADVERTISING

SELECT ADVERTISING TYPE FEE

□

Full color page inside front cover

EUR 3.450

□

Full color page inside back cover

EUR 3.450

□

Full color page advertisement

EUR 3.200

□

Half color page advertisement

EUR 1.550

□

Quarter color page advertisement

EUR 850

TOTAL ADVERTISING

EUR ………

SELECT RESERVATION TYPE FEE (per 6m²)

□ Early Reservation

(1 July 2017 - 31 January 2018)

EUR 2.500

□ Regular Reservation

(1 February 2018 - 1 October 2018)

EUR 2.750

TOTAL EXHIBITION

EUR ………….

SELECT EXHIBITION ADD ONS FEE

□

Upgraded Weblisting

(Add your logo & website link on the Summit website)

EUR 250

□ Upgraded listing in printed programme

(Add your logo in the final printed programme)

EUR 250

TOTAL EXHIBITION ADD ONS

EUR ………….

5. EXHIBITION PACKAGES

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TOTAL SPONSORSHIP PACKAGE EUR ……....

TOTAL SPONSORSHIP ITEMS EUR ……....

TOTAL ADVERTISING EUR ……....

TOTAL EHIBITION PACKAGES EUR ……....

TOTAL EXHIBITION ADD-ONS EUR ……....

GRAND TOTAL EUR ……....

6. PAYMENT

METHOD OF PAYMENT

□ Bank Transfer □ Credit Card Payment

All credit card transactions will incur an additional 3.5% credit card processing fee. This fee will be applied to the total amount payable, Upon receipt of your application, the Organiser will send you the invoice for 100% to be paid on booking.

□ Amercian Express □ VISA □ Mastercard

Card Number ………………………………………………………………………………………………………………………

Cardholder Name …………………………………………………………………………………………………………………

Expiration Date ……………………………CVV……………………………… Zip Code ……………………………………..

Signature ………………………………………………………………………………………………………………………….

I agree that this application shall be deemed as valid and binding. Payment is due in full to reserve sponsorship packages, individual sponsorship items or exhibition space.

I agree to all exhibiting and sponsorship deadlines and regulations.

For further information or questions, please contact us at [email protected]

In making this application, we the undersigned agree to abide by all governing regulations set forth in the invitation to exhibit. The signatory of this contract must have the authority to bind the undersigned company with regard to this contract. ……………………………………………………………………………………………………………………………………….. Print Name/Title Authorised Signature Place & Date

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EXHIBITOR RULES & REGULATIONS

By applying for exhibit space, exhibitors agree to abide by the following regulations:

PROMOTION AND REPRESENTATION

Demonstrations by exhibitors may not interfere with normal traffic flow nor infringe on neighbouring exhibits.

Demonstrations will not be permitted outside of the exhibitor’s assigned space. Any demonstrations must be pre-

approved by the Organiser. Canvassing or distribution of advertising material by an exhibitor will not be permitted

outside of the exhibitor’s booth space. Canvassing or marketing of any products or services in any part of the exhibit

hall or meeting rooms by anyone representing a non-exhibiting firm is strictly prohibited.

FOOD & BEVERAGE OFFERINGS

The Organiser must be notified of an exhibitor’s intent to distribute food or beverage items in the exhibition hall. All

such items must be approved by the Organiser and ordered directly from the selected caterer operating at The Egg.

Exhibitors are not permitted to bring in outside food or beverages.

PROHIBITION OF TRANSFER

Subletting of exhibit space is not permitted. Sharing of exhibit space is not permitted unless it is within divisions of the

same company. Any space sharing must be pre-approved by the Organiser.

ASSIGNMENT OF EXHIBITION SPACE

The ‘Grand Hall’ at The Egg Congress & Meeting Center will be hosting the exhibition of the World Summit of

Accessible Tourism. A detailed floorplan with the implementation of the different exhibition stands will be provided

closer to the actual event date in 2018.

REDUCTION OF SPACE

Where an Exhibitor wishes to reduce the size of the space booking after acceptance by the Organiser then written

notice of such wish must be forwarded to and received by the Organiser. The Organiser reserves the right to apply

the scale of cancellation charges detailed in clause ‘Cancellation Policy’ (page 18) to the original total cost in

proportion to the amount by which the original stand area is reduced. The Organiser may resell or reallocate the

space in question. There shall be no obligation on the Organiser to accept notification of reduction.

RELOCATION

Should it be necessary to revise the layout of the Exhibition for any purpose the Organiser reserves the right to

transfer any exhibitor to an alternative stand location within the Exhibition. The Organiser reserves the right to reject

any exhibit application submitted; to reject, prohibit, restrict or otherwise require modification of any exhibit for any

reason; and to evict or bar any exhibitor whose conduct or materials are objectionable to the Organiser for any

reason.

VENUE & DECORATIONS

Exhibitors will not affix, nail or otherwise attach anything to the walls, doors, floors or columns of the exhibit hall

except where a nail strip is provided or by the permission of the Organiser and the Summit venue, The Egg. All

illuminated displays and other equipment requiring electrical current must conform to local electrical codes. More

information on the specific requirements for electrical equipment will be included in the exhibitor service kit.

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EXHIBITOR RULES & REGULATIONS (continued)

BANKRUPTCY In the event of the Exhibitor becoming bankrupt, committing any act of bankruptcy, going into liquidation, having a Receiver or Administrator appointed in respect of any of its assets then the Organiser reserves the right to terminate the contract with the Exhibitor and in such circumstances the full amount due under the contract shall immediately become payable by the Exhibitor.

PAYMENT

All payments must be made in € (EUR). Credit card payments and direct wire transfers in in € (EUR) are

accepted. Payment is due in full to reserve exhibition space. Payment is due with the completed Sponsorship,

and or Advertising application and signed contract. Full payment is due by 31 January 2018.

CANCELLATION POLICY

Written notification must be sent to the Organiser if an exhibitor, sponsor or advertiser wishes to cancel or

reduce exhibition space, sponsorship package, add-ons or advertising, after assignment has been made. Please

note that when you cancel your sponsorship and/or exhibition space, all of the benefits included in the package

are forfeited. The following cancellation fees apply:

EXHIBITORS LIABILITIES

The Exhibitor hereby accepts liability for all acts or omissions by itself, it’s servants, contractors, agents, and

visitors and undertakes to indemnify the Organiser and keep them indemnified against all liability in respect

thereof and against all actions, claims, demands, costs and expenses whatsoever which may be made against

the Organiser including any legal costs and expenses and any compensation costs and disbursements paid by

the Organiser on the advice of Counsel to compromise or settle any such claims. Notwithstanding the indemnity

hereby given, the Exhibitor undertakes to arrange appropriate third party public liability insurance and employers

liability.

INSURANCE LIABILITY

Neither the Organiser nor the venue The Egg shall be responsible for the safety or security of any exhibit or

property of the Exhibitor, or any other person, for the loss or damage of, or destruction, by theft or fire, or any

other cause whatsoever, or for any loss or damage whatsoever sustained by the Exhibitor by reasons of any

defect in the building caused by fire, storm, tempest, lightening, national emergency, war, labour dispute, strikes

or lock-outs, civil disturbances, explosion, inevitable accident, force majeure, or any other cause not within the

control of the Organiser for any loss or damage occasioned if by reason of the happenings or any such event,

the opening of the Exhibition is prevented or postponed or delayed or abandoned, or the building becomes

wholly or partially unavailable for the holding of the Exhibition. The Exhibitor agrees and undertakes to ensure in

their full replacement value the contents of his stand and all associated ancillary equipment and materials.

DATE OF CANCELLATION APPLICABLE % OF TOTAL

Contract signature – 31 January, 2018 25% of total amount due

1 February 2018 – 1 May 2018 50% of total amount due

2 May 2018 – Summit start No Refunds

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CONTACT For any questions realted to the educational programme and Summit content, please contact: Emilie Goffin Coordinator “Destinations for All 2018” Access-i Tel: +32 (0)81 39 08 78 Email: [email protected] For any questions related to the sponsorship offerings please contact: Karolin Fink Event Manager “Destinations for All 2018” MCI Benelux SA Tel: +32 (0)2 789 23 16 Email: [email protected]

partnership opportunities sponsorship & exhibition sales … · 2018-11-09 · sponsorship...

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