Sponsorship & Exhibition Opportunities

1 | P a g e Opportunities for Sponsors 36th Euroheat & Power Congress: 27-28 May 2013, Vienna, Austria With more than 300 expected participants from all over the world it is the biggest gathering of its kind. The congress offers utilities, operators, companies and research centres the opportunity to reach out to this important audience by becoming a sponsor or exhibitor. In the following pages, various options are listed, of which you may select different items in accordance with your interests and financial means. Programme at a glance Time Monday 27 May 2013 08.30 - 17.00 Exhibition open 08.30 - 17.00 Registration open 08.30 - 09.30 Welcome Coffee 09.30 - 10.00 Welcome Address 10.00 - 10.30 Keynote Speech 10.30 - 12.00 Political Panel Debate 12.00 - 14.00 Lunch 13.00 - 14.00 EHP General Assembly 14.00 - 15.30 Plenary Session I 15.30 – 16.00 Coffee break 16.00 - 17.30 Plenary Session II Evening Reception Time Tuesday 28 May 2013 08.30 - 16.00 Exhibition open 08.30 - 14.00 Registration open 08.30 - 09.00 Welcome Coffee 09.00 - 10.30 Parallel session Parallel session Parallel session Smart TechARENA 10.30 - 11.00 Coffee break 11.00 - 12.30 Parallel session Parallel session Parallel session Smart TechARENA 12.30 - 13.30 Lunch 13.30 - 15.00 Parallel session Parallel session Roundtable/best practise session 15.00 - 16.00 Closing Session + farewell drinks reception initiator:ehpcongress@euroheat.org;wfState:distributed;wfType:email;workflowId:53e3e08860667e46a2dc9449fa0d82f6 2 | P a g e The Categories MAIN SPONSOR (LIMITED TO A MAXIMUM OF 2): € 35.000 The main sponsorship is the tailor-made option that makes your company the official sponsor of the event. In return for a € 35,000 investment, your corporate identity is associated with the Euroheat & Power Congress during the whole life cycle of the event (programme, website home page, e-mailings etc.). This includes one of the networking events as well as a meeting point and your literature in the delegate bag and a guaranteed presentation slot in the “equipment shop window session” GOLD SPONSOR (LIMITED TO A MAXIMUM OF 5): € 10.000 Gold sponsorship is a combination of opportunities (materials and/or facilities) that maximise your exposure to delegates and exhibitors throughout the event. The investment is 10,000. As a gold sponsor, as well as having a meeting point in the exhibition area, your investment entitles you to have your logo featured on the final congress programme and on the home and sponsors page on the website as well as in broadcast emails, and to include your literature in the delegate bags and a guaranteed presentation slot in the “equipment shop window session” SILVER SPONSOR (LIMITED TO A MAXIMUM OF 10): € 5.000 Your investment of € 5,000 entitles you to have your logo featured on the final congress programme and on the home and sponsors page on the website, and to include your literature in the delegate bag. 3 | P a g e Networking opportunities Build brand awareness through effective event sponsorship and network with leading international District Heating & Cooling professionals. Key benefits Receive immediate visibility at key times in the day Associate your brand with enjoyable networking Get a public acknowledgement from Euroheat & Power during the event WELCOME COFFEE BREAK € 4.000/BREAK € 7.500 FOR THE 2 DAYS Get attendees up and going for the congress day by offering pastries, juice, coffee & tea. Catering (standard coffee break) is included. Great time for networking Branding opportunities include: logo display on the buffet tables, A4 brochure display and branding of the welcome coffee area (sponsor to provide sugar sachets, napkins, etc.) COFFEE BREAK € 4.000/BREAK € 7.500 FOR THE 2 DAYS Sponsor a coffee break (in the morning or in the afternoon), located in the catering area. The sponsors’ logo will be placed on the buffet tables. Catering (standard coffee break) is included. Display your brochure with the A4 brochure holders on the buffet tables. Feel free to provide us with your company napkins or other catering material to grow your visibility LUNCH BREAK € 7.000/BREAK € 13.000 FOR THE 2 DAYS Sponsor a coffee break (in the morning or in the afternoon), located in the catering area. The sponsors’ logo will be placed on the buffet tables. Catering (lunch package) is included. Branding opportunities include: logo display on the buffet tables, A4 brochure display and branding of the welcome coffee area (sponsor to provide sugar sachets, napkins, etc.) 4 | P a g e EVENING FUNCTION This is a unique opportunity to benefit from a great visibility while congress attendees blend business with pleasure, in a relaxed and friendly atmosphere. CLOSING RECEPTION € 10.000 A successful addition to the last congress, the Closing Reception will return in 2013 as the final event. The 2013 meeting schedule promises to attract more attendees than ever before. Make a lasting impression while attendees unwind and exchange contact information with colleagues and friends. Display your brochure with the A4 brochure holders on the buffet tables. Feel free to provide us with your company napkins or other catering material to grow your visibility VIDEO RECORDING € 10.000 OR IN KIND This opportunity will ensure that talks, interviews, sessions and key events are captured and shared online after the event. Congress materials opportunities Key benefits: By leveraging a wide choice of your promo material where your logo will have the highest visibility you will not only gain exposure but also drive brand awareness. BAGS € 3.500 The sponsor will provide the required quantity of bags to distribute to all attendees at the Welcome desk. The bags will be branded with your corporate identity. Quantity: ±350 (to be confirmed). The design must be submitted to the Congress Organising Committee for approval. NOTE BLOCKS The sponsor will provide the required quantity of notebooks and pens for distribution at the congress. The congress material will be branded by the sponsor with the company logo (product branding is not allowed). Quantity: ±350 (to be confirmed). The design must be submitted to the Congress Organising Committee for approval. 5 | P a g e PENS € 3.500 The sponsor will provide the required quantity of notebooks and pens for distribution at the congress. The congress material will be branded by the sponsor with the company logo. Quantity: ±350 (to be confirmed). The design must be submitted to the Congress Organising Committee for approval. LANYARDS The sponsor will provide the required quantity of lanyards for distribution at the congress. The congress material will be branded by the sponsor with the company logo. Quantity: ±350 (to be confirmed). The design must be submitted to the Congress Organising Committee for approval. BADGE WITH YOUR LOGO € 3.500 The sponsoring company's logo will be prominently displayed on the name badge of every attendee. Sponsors logo to be provided Special design must be submitted to the Congress Organising Committee for approval. USB KEY € 3.000 The sponsor will provide the required quantity of USB keys, which will be placed in the congress bag. The sponsor has the opportunity to brand it with the company logo and include a 4-pages document on the key. Quantity: ±350 (to be confirmed). The USB key content must be approved by the Congress Organising Committee. BAG INSERT (LIMITED TO 10) € 2.000 Opportunity to insert a printed leaflet/brochure into congress bags (distributed to all attendees).The sponsor provides the material to be included in the congress bags (Maximum A4 format – 4 pages). Quantity: ±350 (to be confirmed). The promotional material is subject to the approval of the Congress Organising Committee. (REUSABLE) WATER BOTTLES € 2.000 The sponsor will provide the required quantity of reusable water bottles. Each attendee will receive the water bottle at registration and will have the opportunity to use it throughout the congress at water stations. Instead of wasting water by washing glasses or producing waste with single use cups you'll be helping the environment and giving our attendees a takeaway that lasts long after the meeting Quantity: ±350 (to be confirmed). 6 | P a g e MARKERS € 2.000 The sponsor will provide the required quantity of markers. Each attendee will receive the marker in the bag. Leave a “highlighting” impression on our attendees Quantity: ±350 (to be confirmed). CANDY € 2.000 The sponsor will provide the required quantity of candy boxes. The candy box will be placed in the attendee bag Quantity: ±350 (to be confirmed). ANTIBACTERIAL HAND GEL € 2.000 The sponsor will provide the required quantity of hand gel. The gel will be placed in the bag. Quantity: ±350 (to be confirmed). LUGGAGE TAG € 2.000 The sponsor will provide the required quantity of luggage tags, which will be added to the attendee bag. . Quantity: ±350 (to be confirmed). SIGNAGE € 7.500 Throughout the congress venue directional sign will be placed, that helps attendees find their way around. You can acquire the exclusive rights to have your company name, logo and / or meeting point/stand number displayed on the signs. Sponsors logo to be provided. Special design must be submitted to the Congress Organising Committee for approval. NAME YOUR OWN OPPORTUNITIES ON DEMAND All suggestions of items can be discussed with the Organisers. So, if you wish more personalised opportunities that better fit your needs, please do not hesitate to contact us. Silke Schlinnertz -Communication & Event Manager - Euroheat & Power (EHP) T: +32 2 740 21 10 or ehpcongress@euroheat.org 7 | P a g e Exhibition opportunities For those interested in taking part in the Exhibition, the following information is important. Exhibits will be located in the room where coffee and lunch is served, so all participants will pass through the exhibition area throughout the two days as they move between sessions There are two possibilities for participating, be it with a classic exhibition stand or a meeting point EXHIBITION STAND 9M² € 5.400 FOR EHP MEMBERS 9M² € 6.300FOR NON MEMBERS 6M² € 3.600 FOR EHP MEMBERS 6M² € 4.200FOR NON MEMBERS An exhibition stand to showcase your products and services (sizes from 6m² - 9m²). The exhibition stands will come with the following ? a counter ? a stool Roll-ups, pop-ups, possibility to display small machinery (less than 100kg/m²), to be brought along by the exhibitor. The price includes participation of one person to the full Congress programme. First come, first served so get your registration form completed and sent off without delay MEETING POINT € 3.000 FOR EHP MEMBERS € 3.500 FOR NON-MEMBERS A meeting point, to display your brochures (no roll-ups, no pop-ups, no machinery etc. only brochures). The meeting points consist of a round table topped with a double sided display stand. Located in the catering area of the congress venue. This format has been very successful at previous congress. Space will be allocated on a first come, first served basis. Includes 1 complimentary registration for one attendee 8 | P a g e Floor plan Floor plan is subject to changes Exhibition Stands - 2 - Alfa Laval - 4 - available (6m²) - 7 - available (6m²) -10- available (6m²) -11- available (6m²) -12- available (6m²) -13- available (6m²) -17- available (9m²) -18- available (9m²) -19- isoplus -20- Klinger Fluid Control -21- Brugg Pipesystems -23- available (9m²) -24- available (9m²) -25- available (9m²) -26- available (9m²) -27- available (9m²) -29- available (9m²) -30- available (9m²) -31- available (9m²) -32- available (9m²) -33- Watts Insulation NV Meeting points: ? available ? available ? available ? available ? available ? available ? available ? available ? LOGSTOR A/S Thermaflex Intl. available available available available available available available Danfoss A/S 22 28 34 35 36 37 38 39 40 1 2 5 6 8 9 14 3 4 10 7 11 12 13 15 16 17 23 29 18 24 30 19 25 31 20 26 22 21 27 33 22 28 34 35 36 37 38 39 40 RESERVATION FORM to return to: Euroheat & Power Fax: +32 2 740 21 19 ehpcongress@euroheat.org SPONSORSHIP OPPORTUNITY CATEGORIES ? Main Sponsor €35.000 ? Gold Sponsor €10.000 ? Silver Sponsor €5.000 NETWORKING OPPORTUNITIES ? Welcome Coffee break Preferred day: ________________________ €4.000 / break ? Welcome Coffee break all days €7.500 ? Coffee break Preferred day: ________________________ €4.000 / break ? Coffee break all days €7.500 ? Lunch Preferred day: ________________________ €7.000 / break ? Lunch all days €13.000 ? Closing reception €10.000 ? Video recording €10.000 CONGRESS MATERIALS: ? Bag Note blocks ? Pens Lanyards ? Badges € 3.500/each ? USB Key € 3.000/each ? Bag insert ? W. bottles ? Markers ? Candy ? Hand gel ? Luggage Tag € 2.000/each ? Signage € 7.500/each ? Name your own opportunity _________________________________________ EXHIBITION OPPORTUNITY CATEGORIES ? Exhibition Stand (6m²) Preferred location: ______ ?€ 3.600/EHP Member ?€ 4.200/Non-Member ? Exhibition Stand (9m²) Preferred location: ______ ?€ 5.400/EHP Member ?€ 6.300/Non-Member ? Meeting Point Preferred location: ______ ?€ 3.000/EHP Member ?€ 3.500/Non-Member ? We are an exhibitor or sponsor of Fernwärmetage 2013 Please apply a discount of 10% to the total cost All the prices are excluding VAT TOTAL € _______________________ CONTACT AND BILLING INFORMATION Company name Contact person ? Ms.? Mrs. ?Mr. First name Surname Phone Fax E-mail: Web Street Postal code City Country Billing address If different from above VAT number Please transfer the amount to: ING België/ING Belgique/ING Belgium Av Charles Thielemans 44B B- 1150 Brussels Account 363-0925234-88 IBAN BE56363092523488 SWIFT/BIC BBRU BE BB Reference company name The total amount must be paid within 30 days upon receipt of invoice but in no case later than 25 April 2013. By signing, I confirm that I agree with the terms and conditions, as outlined on the next page of this document. In any disputes that may arise concerning the execution or interpretation of this contract, both parties agree that they will be subject to Belgian law and that the commercial courts of Brussels will be competent. Name and function of the authorised individual: Date: Stamp & signature General Terms and Conditions 1. GENERAL REGULATIONS 1.1 Euroheat & Power aisbl (registered in Belgium, BE 0463.158.172-RPM) (EHP) is the Organiser of the event and are empowered to accept or reject applications. EHP decisions are final. 1.2 The signed contract constitutes a legally binding contract for the Sponsor (includes exhibitors stand and meeting point). The Organiser reserves the right to change or adapt the opportunities in case of unforeseen and/or unavoidable circumstances, beyond its control. 1.3 Reselling of opportunities is strictly forbidden without the prior authorisation of the Organiser. In all cases the resell price must not exceed the prices stated in the congress publications (leaflets, web, etc.). 1.4 The latest, binding version of terms and conditions is available on the online pages of www.ehpcongress.org 1.5 The 10% discount granted for exhibitors or sponsors of Fernwärmetage 2013 organised by FGW will be verified and only applicably once a written confirmation of FGW has been received. 2. PAYMENT TERMS AND CONDITIONS 2.1 The amount due will be invoiced upon receipt of the signed contract (reservation form) and is to be paid within 30 days of the date of invoice and no later than 25 April 2013 whatever comes first. 2.2 After the 30 days an additional 5% on the amount still due will be surcharged as a penalty and an interest of 0.75 % per month will be added to the total amount still due. 2.3 Any bank charges are to be paid by the sponsor. 2.4 In case of non-payment by the dates specified on the invoice, EHP reserves the right to reallocate the opportunity to another company. The sponsor, however, remains bound by their contract and have to pay the totality of the amounts foreseen. 2.5 The opportunity will only be made available when the sponsor has fulfilled all the obligations as stipulated in the contract and the General Terms and Conditions. 3. CANCELLATION Withdrawal must be made by registered post to the management of EHP. For cancellations made before 25 April 2013, 50% of the full amount as for the opportunity chosen will be payable. For cancellations as from 25 April 2013 the sponsor has to pay the full amount as for the opportunity chosen. These cancellation policies will come into effect in all cases and whatever the reason for the withdrawal may be. Cancellation fees will be invoiced. 4. BANKRUPTCY OR LIQUIDATION In case the sponsor becomes bankrupt or enters into liquidation other than for the purpose of reconstruction or amalgamation, or has a receiver appointed, the Organiser shall be at liberty to terminate immediately the contract with the sponsor, to cancel the opportunity and to forfeit all sums paid by the sponsor. 5. SPONSOR RULES 5.1 Promotion on site is only possible through the channels offered by the Organiser. 5.2 All information related to logistical aspects of the opportunities, delivery address, deadline etc. will be sent to each sponsor in latest by 15 March 2013. The costs linked to these logistical aspects (e.g. shipment of brochures) are at the expense of the Sponsor, as are the related costs (e.g. franking). 5.3 Noisy promotion of any kind, in particular the use of loudspeakers, is prohibited. 5.4 Promotional material may only be handed out on the Sponsor's own area (e.g. meeting point table). 5.5 Promotional material. It is strictly forbidden to any sponsors to display and / or distribute any promotional not linked to the DHC sector. The Organisers will check all material and may ban the distribution of any materials non complying with this provision. 5.6 Meeting point / Exhibition stand: The Sponsor of a meeting point is responsible for organising his table so that all the brochures can be examined and demonstrated within the table limits. 5.7 Meeting point / Exhibition stand: Any parts or exhibits exceeding the dimensions of the table limits may be removed from the area by the Organisers at the expense of the Sponsor. 5.8 Meeting point / Exhibition stand: The Sponsor undertakes to be present throughout the duration of the event. He also undertakes not to remove any material or dismantle his area at the end of the event. 5.9 In all matters, the Organiser’s decision is final. 6. INSURANCE Sponsors must be insured by an insurance company covering public liability, material and the goods, whether these goods or material be their own or a third party's property. Subject to article 7.2.1, by way of their participation, Sponsors automatically relinquish all claims, in the event of an accident or damage against: Euroheat & Power aisbl, Congress venue, the Sponsors at the event, the event participants, the directors, representatives, managers and officials appointed by these persons or bodies. 7. CIVIL LIABILITY 7.1 Of the Sponsor: The Sponsor is responsible for any damage to a third-party, caused either by himself or by his employees or his material. Subject to article 7.2.1 below, the company supporting and its representative confirm that Euroheat & Power aisbl in no way takes responsibility for loss, injury or damage to items or persons, whatever the cause may be, before, during, or after the Event. 7.2 Of the Organiser: 7.2.1 Euroheat & Power aisbl is responsible under civil law in its capacity as Organiser of the congress and any other related events it organises. This liability shall however in no case extend to the damage caused to participants, visitors, sponsors or rented goods by third parties, unless in the event of death or injury exclusively caused by EHP’s negligence. 7.2.2 The congress venue is responsible for its civil liability in its capacity as owner of the premises and of fixed or temporary installations used for the event, as well as for the management of the concerns and handling of the activities it administers directly. 7.2.3 Sponsors shall not be entitled to any compensation should political or economic circumstances or a case of "force majeure" prevent the event from being held, or limit its size or modify its nature. Should it not be possible for the event to open, all fees shall remain the property of the Organiser up to a sum corresponding to the amounts for which he is already committed. 8. PRESENT REGULATIONS The Organiser reserves the right to modify at any time the provisions of the present regulations. 9. DISPUTE In any disputes that may arise concerning the execution or interpretation of the present General terms and conditions, both parties agree that they will be subject to Belgian law and that the commercial courts of Brussels will be competent. Main Sponsor: Gold Sponsor: Silver Sponsor: Welcome Coffee break: Welcome Coffee break_2: Coffee break: Coffee break_2: Lunch: Lunch_2: Closing reception: Video recording: Preferred day: Preferred day_2: Preferred day_3: Bag: USB Key: Signage: Name your own opportunity: Pens: Badges: Bag insert: W bottles: Markers: Candy: Hand gel: Luggage Tag: Exhibition Stand 6m²: Exhibition Stand 9m²: Meeting Point: Preferred location: € 3600EHP Member: € 5400EHP Member: € 3000EHP Member: € 4200NonMember: € 6300NonMember: € 3500NonMember: Preferred location_2: Preferred location_3: We are an exhibitor or sponsor of Fernwärmetage 2013: TOTL €: salutation: First name: Surname: Fax: Web: Company name 1: Postal code: City: Country: Date: Name and function of the authorised individual 1: Name and function of the authorised individual 2: name your opportunity text: phone: email: street: VAT number: billing address: SubmitButton1: