main sponsor - fiji hotel and tourism association - fiji ... · sponsorship proposal main sponsor ....

Sponsorship Proposal

Main Sponsor

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Overview

HOTEC is an "Exposition" organised by the Fiji Hotel and Tourism Association (FHTA) for Suppliers to

the Hospitality Industry to showcase their products and services to the tourism industry. This also acts

as a catalyst in providing business for the hotel suppliers within the booming tourism industry.

This event is Fiji's leading annual hospitality tradeshow which will incorporate ALL aspects of goods

and services for our multi facet industry; be it Food and Beverages, Equipment, Supplies, Furniture,

Communication, Services and Hospitality Technology and the list goes on - HOTEC is the place to be!

HOTEC presents a range of invaluable opportunities for your company. This includes meeting potential

customers, finding new and much more innovative ways of doing business and building a more

impressive reputation within the Tourism industry.

The Event Committee is committed to engaging with delegates through facilitating networking and

business opportunities for sponsors through an interactive exhibition and a dynamic program of social

events.

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Why HOTEC?

The HOTEC 2017 Tradeshow has several sponsorship packages available, providing sponsors with a

choice of financial commitment. Participating as a sponsor and/or exhibitor at the HOTEC 2017

Tradeshow can take you straight to your target market and demonstrate your level of support and

commitment to the hospitality industry.

The HOTEC 2017 Tradeshow can provide your organisation with:

Maximum exposure at a premier conference devoted to those involved in the hospitality & tourism

industry.

Access to a broad network of industry partners

An opportunity to build and reinforce strategic relationships within the industry.

Time to network with industry colleagues and key decision makers.

A cost effective way to reinforce your organisation's brand and build brand awareness amongst a

relevant audience.

Time to present latest innovations and new products or services to a pertinent audience and

showcase your expertise and capabilities.

Increased marketing opportunities

Main Event Committee (EC):

Ms Fantasha Lockington Chief Executive Officer, Fiji Hotel and Tourism Association

Ms Cheryl Chow Event Coordinator, Fiji Hotel and Tourism Association

The Event Committee will also be supported by industry professionals and the host property’s

conference team.

Other Events

What we have in store this year for all participants, competitors and visitors to this annual event;

Fiji Tourism Talanoa (FTT) - TBC

This year, we envisage that this will be a much larger event given that we are looking to include a seminar much like the Tourism Forum from previous years. This seminar is being organised by the Ministry of Tourism and is expected to be held in conjunction with the HOTEC Tradeshow in partnership with Tourism Fiji and Fiji Airways with support from the Fiji Hotel and Tourism Association. FTT provides an informal platform for industry members to have cordial dialogue with key speakers and the Ministry of Tourism to discuss the Fiji Tourism 2021 (Tourism Development Plan) and key issues affecting our industry in the true spirit of ‘talanoa’.

Master Class Finale

Organised by The Coliseum Director, Valentin Corchado, this Master Class cooking competition will be the finale of a number of rounds of competition by female chefs around Fiji. The culinary Master Class finale will provide culinary display skills by female chefs with winners recognized and awarded prizes including a Master Class Fiji Scholarship for training at the renowned culinary Le Cordon Bleu in Seoul, Korea.

Wine Tasting & Display

A display and tasting session will be a popular part of this event as it allows our local wine suppliers to provide visitors with the opportunity to showcase a variety of wines provided with tasting notes that can be sampled on the afternoon of the opening day.

Coffee, Alcohol & Chocolate “Bite Sized” Workshops

To encourage upskilling and create interest and awareness a number of “bite-sized” workshops will take place over the 2 day tradeshow. These events will see trainers, sales people and connoisseurs in their areas of expertise provide backgrounds, “tips and hacks”, innovative new ideas and advice on everything from roasting coffee beans, creating new cocktails, introducing new locally made alcohols to making chocolate.

Barista Competition

A vital part of this competition will be the “Learning Experience” where up and coming Baristas from around the region will be learning and competing against one another to determine and crown this year’s “Local Barista Champion”. This competition in itself attracts the interest of many spectators from across the Industry and catering institutions around the country with this years winner to be awarded at the Gala Dinner.

Cocktail “Bartender of the Year” Competition

This competition is fiercely competitive & attended by top barmen across the industry. In past years, this competition has enjoyed huge public support from competing teams attending to cheer candidates from their own resorts and bars. Judges are usually comprised of well-known industry & local business personalities, & the winners will be awarded at the HOTEC Gala Dinner.

The Tourism industry is a key contributor to Fiji’s economy delivering consistent growth since 2006 and is the largest employer and generator of foreign exchange earnings. Coupled with the current global obsession with Food and Beverage trends attracting celebrity judges and general hospitality interest to the information workshops and competitions, the 2017 2-day Event will be closely followed across all media including television for the duration. The Gala Closing Dinner and Awards Ceremony on the Friday night will be a particular highlight of the Event’s program.

Tentative Order of Events

Tuesday, 14th November

Exhibition Bump-In

Media & Workshop room allocated for naming rights sponsor on scheduled times of the event for marketing

and/or promotional meetings

Wednesday, 15th November

(100+ pax foot traffic)

Exhibitor Set Up day:

Access only open to Exhibitors to set up their booths

Thursday, 16th November


HOTEC Official Opening 9.30am

Chief Guest - Minister for Industry, Trade & Tourism officiating TBC


Workshop 1: The Art of CoffeePart 1 - 11.00am

Workshop 2: Cocktails & Mocktails - 12.00pm

Workshop 3: Chocolate-making Demo 2.00pm

Workshop 4: Sustainable Tourism Demo 3.00pm (TBC)


Wine Display & Tasting 4.00pm

Friday, 17th November


HOTEC Tradeshow 8.30am – 4.00pm

(200+ attendees)

Fiji Tourism Talanoa 10.00am – 3.00pm - TBC

Chief Guest - Minister for Industry, Trade & Tourism officiating


Master Class Fiji Finale - 10.00am – TBC

Barista Competition 11.00am

Cocktail Competition 11.00am

Exhibition Bump-Out 5.00pm

(150+ Pax)

Pre-Dinner Cocktails – 6.30pm

HOTEC closing Gala Dinner & Awards Night – 7.30pm

Event Details

Location: TBC

Anticipated Attendees: We are targeting 300 – 400 attendees over the 2 day show including both

exhibitors and visitors, sponsors and special guests.

Exhibitor Profile: The type of exhibitors that will be attending the tradeshow;

Equipment Suppliers

Reservations System Providers

Online Marketing Providers

Food & Beverage Suppliers

Meat (Chilled / Frozen / Processed) Suppliers

Food service Equipment & Suppliers

Wines / Spirits / Beer Suppliers

Coffee & Tea Suppliers

Technology Hospitality / Retail Operators

Bakery Equipment & Ingredients

Hotel Supplies & Hospitality Interiors

Water Recycling & Solar equipment

Natural / Organic / Well-Being Products

Visitor Profile: The type of visitors you can expect at this event include;

Hotel / Resort Operators

Sales and Marketing Executives

Chain Restaurants and/or Café Operators

Bar Operators

Caterers

Trading Firms (Distribution / Import / Wholesale)

Reservations teams

Food and Beverage Managers

Purchasing Officers

Up and coming Entrepreneurs

Parking & Transportation: Parking spaces are available at the resort on a first come first serve

basis. In addition, the Denarau ‘Bula Bus’ is also operating to transport

exhibitors and visitors to the event venues and accommodation areas at

a cost.

Sponsorship Opportunities

Your sponsorship of the HOTEC Tradeshow is a unique opportunity for your organization to connect

with up to 250 leading tourism associates and hoteliers who work in a variety of sectors inthe industry.

Sponsors and exhibitors will receive acknowledgement prior to, during and after the tradeshow

through event email campaigns, social and main stream media and enjoy significant contact with

delegates during the exhibition and social events.

Participating as a sponsor and/or exhibitor at the HOTEC 2017 Tradeshow can take you straight to your

target market and demonstrate your level of support and commitment to the hospitality and tourism

industry. And you might learn a few new things as well! We look forward to your participation in this

premier industry event and to welcoming you onboard for HOTEC 2017.

Sponsorship categories include:

GOLD SPONSOR (FJD$25,000.00) for exclusive Naming Rights for the 2 day tradeshow

SILVER SPONSOR (FJD$10,000.00)

BRONZE SPONSOR ($5,000.00)

Each level of sponsorship includes various benefits such as discounts for presence at the shows,

marketing opportunities on the ground, etc.

Other forms of Support include:

MEDIA PARTNER for full coverage of the 2 day trade show & associated Events

SOUND SYSTEM for the 2 day tradeshow, Competitions, FTT, Mini Workshops & Gala Dinner

BOTTLED WATER PROVIDER for the 2 day tradeshow and FTT & Gala Dinner

FHTA also welcomes the opportunity to consider and work with individual sponsor requirements and

look forward to reviewing any requests that you may have and providing you with detailed benefit

packages.

We believe the 2017 Event will be a key highlight on Fiji’s Tourism calendar and will celebrate the

closing of another incredibly successful year for our tourism industry and for you – our partners and

colleagues whose invaluable contribution to our industry ensures our continued success.

For any queries that you may have please contact Event Coordinator, Ms Cheryl Chow by telephone on

(+679)330 2980 or email at [email protected].

mailto:[email protected]





GOLD SPONSOR ($25,000) For “Exclusive Naming Rights” for the 2 day show – Open to one company or co-

sponsorship by two companies

Gold Sponsors will be recognised as valued Premium Partner of the event and will receive the following entitlements in appreciation:

Naming rights

Naming rights to & recognition as the exclusive naming rights sponsor of the 2 day show which will attract significant media interest. Advertising for Hotec 2017 commences as soon as sponsors have been confirmed.

On-site branding

Prominent display of your company’s signage and banners throughout the event site including company logo on the main event banner over the Exhibition venue entrance for the duration of the show. Including;

o 2 pull-up banners at the trade show entrance

o 2 pull up/drop down banners on or around the main stage for the Opening Ceremony

o 2 pull up banners around the Gala Dinner venue

o Sponsor flags/banners at the show grounds

Sponsorship Acknowledgement

Acknowledgment as the exclusive sponsor of this years tradeshow.

Meeting with all attendees and special guests at the opening and closing of all events.

As the premium sponsor, your company will be allocated 5 Complimentary seats at the Gala Dinner & Awards Night Head table or a table for 10 discounted to $500 only.

PR and media coverage

All promotional material relevant to the event will prominently feature your company logo including the website, e-communications, event signage and Gala Dinner tickets. Including;

o Sponsor profile (limited to 250 words) & logo distributed to Association Membership including contact details and web link

o Leaderboard banner advertisement placement on the FHTA website for 1 year

o Sponsor logo on all email campaigns related to the event

o Social media engagement including Facebook & Twitter

You will receive widespread media acknowledgement via event publicity and PR leading up to and during the event as well as during signing of the Agreement as main sponsors of the event and all Media Releases.

Advertising and marketing collateral

All advertising, posters and flyers will feature prominent placement of your company logo and name.

Exhibition

As the premium sponsor your company will be allocated a FOC Premier booth (6m x 2m) placement at HOTEC which includes;*

o 3 pax in the booth for the duration of the show

o 2 day conference package (morning tea, lunch)

* Please enquire about an exhibition form

SILVER SPONSOR ($10,000) Open to 2 companies

Silver Sponsorship is open to 2 companies who will be recognised as one of the main supporters of the event and will receive the following entitlements in appreciation:

On site branding

Prominent display of your company’s signage and banners throughout the event site including company logo on the main event banner over the Exhibition venue entrance for the duration of the show. Including;

o 2 pull up banners around the main stage for the Opening Ceremony

o 2 pull-up banners around the tradeshow venue


Acknowledgement of your company as a sponsor prior to and at the event.

Meeting with all attendees and special guests at the opening and closing of all events.

o 3 complimentary Gala Dinner & Awards Night tickets


Promotional material relevant to the event will feature your company logo including the website and e-communications. You will receive media acknowledgement via event publicity and PR leading up and during the Event including;

o Sponsor profile (limited to 150 words) & logo distributed to Association Membership including contact details and web link

o Sidebar banner advertisement placement on the FHTA website for 6 months

Advertising and marketing collateral

All advertising, posters and flyers will feature placement of your company logo.

Exhibition

Your company will be given a 50% Booth discount at the trade show which includes;*




BRONZE SPONSOR ($5,000) Open to a maximum of 3 companies

Bronze Sponsorship is open to maximum 3 companies who will be recognised as one of the main supporters

of the event and will receive the following entitlements in appreciation:

On site branding

Prominent display of your company’s signage and banners throughout the event site including company logo

on the main event banner over the Exhibition venue entrance for the duration of the show. Including;

o 1 pull up banner around the main stage for the Opening Ceremony




Meeting with all attendees and special guests at the opening of the tradeshow.

• 2 complimentary Gala Dinner & Awards Night tickets


Promotional material relevant to the event will feature your company logo including the website and e-

communications. You will receive media acknowledgement via event publicity and PR leading up and during

the Event including;

o Sponsor profile (limited to 100 words) and logo with contact details and web link


Exhibition

You will be given a 20% Booth discount at the trade show which includes;*




Media Partner For full media coverage of the 2 day trade show

We have created a Media Partner category that will assist us with promoting and generating interest in, and awareness of, the trade show while specifically targeting our key markets. This partnership will include;

Recognition & Exposure

Recognition as either exclusive print, radio or television media for the duration of the 2 day show

Acknowledgment in all email campaigns on the event

Sidebar banner advertisement on the FHTA website for 3 months

Networking

Meeting with all attendees and special guests during the 2 day trade show

Exhibition

Free access to the trade show for the duration of the event

Interview opportunities with organizers, sponsors and willing exhibitors of the event

Other

Allocated area for compiling stories or conducting interviews

Sound System Partner For Sound System for the duration of the 2 day trade show, associated

Events and the FTT

We have created a Sound System Partner category that will assist us with providing the best sound system

for the 2 day tradeshow, Competitions, Fiji Tourism Talanoa, Hot Topics sessions and, Gala Dinner & Awards

Night. This partnership will include;

Recognition & Exposure

Recognition as event partner and exclusive sound system provider for the duration of the event

Acknowledgment in all email campaigns on the event as a supporter of this event

Sidebar banner advertisement on the FHTA website for 3 months

Networking

Meeting with all attendees and special guests during the 2 day trade show

Exhibition

20% Booth discount at the trade show which includes

2 pax in the booth for the duration of the show

2 day conference package (morning tea, lunch)

2 Gala Dinner tickets


Bottled Water Provider Exclusively open to one company

We seek a company to partner with us in providing bottled water for exhibitors and officials over the 2 day

tradeshow as well as for the Fiji Tourism Talanoa seminar for Key speakers and participants on Day 2 of the

tradeshow and Gala Dinner. This partnership will include;

On site branding

Prominent display of your company’s signage and banners throughout the event site including company logo

on the main event banner over the Exhibition venue entrance for the duration of the show. Including;

o 1 pull up banner around the main stage for the Opening Ceremony




Meeting with all attendees and special guests at the opening of the tradeshow.

• 2 complimentary Gala Dinner & Awards Night tickets


Promotional material relevant to the event will feature your company logo including the website and e-

communications. You will receive media acknowledgement via event publicity and PR leading up and during

the Event including;

o Sponsor profile (limited to 100 words) and logo with contact details and web link


Exhibition

An area within the trade show for a display stand (supplied and setup by sponsor) which includes;

1 pax in the booth for the duration of the show

2 day conference package (morning tea, lunch)

Sponsorship Conditions

The Event Committee reserve the right to accept or reject any application for sponsorship at its

absolute and unfettered discretion with the return of any deposit paid.

Sponsorship confirmations are on a first-come-first-serve basis.

Company advertisements are subject to approval from the Event Committee.

All sponsorship packages are inclusive of all taxes.

Payment Terms – full payment required to confirm sponsorship at least 30 days prior to the event.

A Tax Invoice will be sent once a Sponsorship Acceptance Form is received.

To Confirm Sponsorship

Should you wish to confirm sponsorship, please return the completed Acceptance Form to the Event

Coordinator (details listed under Sponsorship Enquires) and a Tax Invoice will be forwarded for

payment.

On receipt of the deposit payment, a confirmation email will be sent

If exhibiting; an Exhibition Registration Kit which details information regarding booth allocation,

artwork for logos and email campaigns, specifications and delivery details for signage will be sent at

a later date. This form will also contain important information such as exhibition regulations,

delivery and access details will also be sent at a later date.

Sponsorship Enquiries

Please contact the Event Coordinator to discuss sponsorship packages and opportunities available in

more detail:

Cheryl Chow

Event Coordinator

42 Gorrie Street, Suva

Ph: 330 2980

E: [email protected]

Allocation

Sponsorship and exhibition packages, which may be limited in number will be generally allocated to

those organisations who apply earliest. Allocation of sponsorship packages and booths regardless of

the preference indicated and alteration of the floor plan is at the discretion of the Event

Committee whose decision will be final.

Cancellation Policy

Once an Acceptance Form has been received, any cancellation must be advised in writing to the

Event Organiser.

If the cancellation is received up to 6 weeks prior to the event, an administration fee of 25% of the

total price is retained.

If the cancellation is received less than 1 month prior, no refund is applicable.


Detailed Requirements and Due Dates

The Event Committee requirements regarding the artwork for logos, specifications and delivery

details for signage, arrangements for static display, delivery of other arrangements will be sent to

you in an email at a later date with relevant due dates.

In the event that materials, information or artwork required by the Event Committee are not

received by the designated due date, their use for their intended purpose cannot be guaranteed.

The value of these entitlements will not be refunded if this is the case.

Logos will be requested in .png, and .jpg format, at least high resolution 300dpi. Should an

alternative format be received, the Event Committee cannot be held responsible for the quality of

the logos displayed.

Website advertisement banners are to be submitted in;

o Format: JPG, PNG, GIF or animated GIF (15 sec max regardless of number of loops)

o Leaderboard Banner – positioned at the top of every page except for the homepage

Image Size: 728W x 90H

File size: 50KB max

o Sidebar Banner – appear on the right-side of the page, excluding the homepage

Image Size: 250W x 300H

File size: 50KB max

Exceptional Circumstances

The Event Committee reserves the right to change the venue and duration if exceptional

circumstances demand. In the event of a change of venue and/or duration, the agreement to

participate will remain in force as long as the sponsor is informed at least one month before the

planned conference.

The Event Committee will use reasonable endeavors to remedy the impact of exceptional

circumstances.

Exhibitor Display Rules

The Event Committee shall determine the hours during which the exhibition shall be conducted and

as to hours of access for exhibitors including variations of such times as shall be necessary.

The exhibition booth is to be fully manned and operational and removal or change any of the areas

will not commence, until after the exhibition closes on the final exhibition day.

No advertising material, such as banners, are allowed outside (apart from agreed signage around

the trade venue) the designated booth area.

Excessive noise that inconveniences other exhibitors or the conference will not be allowed. The

Event Committee will be the judges as to whether there is an annoyance.

No obstruction of any form will be allowed in the aisles and walkways.

While companies are encouraged to pursue novel methods of attracting people with their stand,

practices disadvantaging other companies or detracting from the exhibition will be discouraged.

The sponsor / exhibitor will acknowledge that the Association, Event Committee and event property

will not be responsible for any loss or damage to the sponsor’s / exhibitor’s property and that all

exhibitor material and equipment is the sole responsibility of the exhibitor.

Taxes

All amounts stipulated in this Proposal include VAT of 9%.

Disclaimer

In the event of industrial disruptions or natural disasters, the Association, Event Committee and the

event property cannot accept responsibility for any financial or other losses incurred by the

delegates.

The Association, Event Committee and the event property take no responsibility for injury or

damage to persons or property occurring during the HOTEC 2017 Tradeshow. All insurance, including

medical cover, or expenses incurred in the event of the cancellation of the HOTEC 2017 Tradeshow

is the individual delegate’s responsibility.

The sponsor/exhibitor is responsible for all personal injury, damage to property or other losses,

liabilities or claims arising in connection with the sponsor’s/exhibitor’s participation at the HOTEC

2017 Tradeshow. The sponsor/exhibitor will indemnify the Organizers in respect of any losses,

liabilities or claims in respect thereof. The sponsor/exhibitor agrees to participate at its own risk

and to take out adequate insurance in respect of all such losses, liabilities and claims.

The Event Committee and event property will take all reasonable precautions, to ensure the

building is secure. To assist us, all persons attending the HOTEC 2017 Tradeshow must wear the

official HOTEC 2017 Tradeshow name badge at all times.

Partnerships

Nothing contained in this proposal will be deemed to constitute a partnership, joint venture or

agency relationship between you and the Association or event organizers and you must not do

anything where you will, in any way, be represented that you are a partner of the event Organizers.

Sponsorship and Exhibition Packages

Sponsorship Proposal current as at September 2017.

Please refer to the sponsorship packages in this Proposal for outlined benefits. Any variations to the

description of each package must be as agreed in writing with the Event Coordinator. Sponsorship

and exhibition entitlements will not commence until the Acceptance Form and deposit is received

by the Event Coordinator.

Event Venue

The sponsor/exhibitor and the agents, contractors and invitees of the sponsor/ exhibitor are also to

observe the rules, regulations and procedures as prescribed by the event property.

Sponsorship Acceptance Form

Should you wish to confirm sponsorship, please return this form to the Event Coordinator – Cheryl Chow

on [email protected] or fax +679 330 0331.

Contact Person (all correspondence will be forwarded to this person):

FIRST NAME: ___________________________________________________________________________

SURNAME: ___________________________________________________________________________

POSITION: ___________________________________________________________________________

ORGANIZATION: ________________________________________________________________________

PHYSICAL ADDRESS: _____________________________________________________________________

POSTAL ADDRESS: _______________________________________________________________________

PHONE: ________________________________ FAX: ____________________________________

EMAIL: ________________________________________________________________________________

Level of Sponsorship

All amounts are in Fijian dollars and include VAT, unless indicated otherwise.

□ GOLD SPONSOR: $25,000

□ SILVER SPONSOR: $10,000

□ BRONZE SPONSOR: $5,000

□ MEDIA PARTNER

□ SOUND SYSTEM

□ BOTTLED WATER PROVIDER

Your signature below is taken as authorized acceptance of the sponsorship entitlements as per the

Sponsorship Proposal and acceptance of the terms and conditions.

Signed: ________________________________ Date: _________________________


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