rcpch annual conference 2011 exhibitors brochure

RCPCHRoyal College of Paediatrics and Child Health

Exhibition and Sponsorship Opportunities

5-7 April 2011Annual Conference

Message from the Chief Executive

Dear Exhibitor

Following on from the great success of the RCPCH AnnualConference 2010, I am delighted to invite you to participate atnext year’s Conference which will be held from 5-7 April 2011 at Warwick University.

As the Royal College of Paediatrics and Child Health’s largestconference, the 2011 event will be attended by around 1,500delegates, including consultants, career grade staff, traineesand professionals who work within child health. The Conferencewill involve a mix of high quality plenary, symposium, and parallel sessions and over 20 specialty group sessions, duringa period of three days.

The trade exhibition will be an integral part of the conference andcare has been taken to ensure a high level of exposure to thedelegates. Time has been set aside within the scientific programmefor the trade exhibition. The conference trade exhibition is aprime opportunity for you to showcase products, technologyand services, promote your organisation and create invaluablecontacts within the paediatric and child health community.

I look forward to welcoming you to the RCPCH Annual Conference2011, and am pleased to be sending you information on howyou can be involved. This brochure contains details both onexhibiting and sponsorship. The different opportunities outlinedenable you to maximise your profile, as well as showcase yourservices and products.

Finally, I would like to thank all exhibitors and sponsors for making the RCPCH annual conference the successful event ithas become. We look forward to seeing you in Warwick.

Dr Chris HanveyChief Executive, Royal College of Paediatrics and Child Health

RCPCH Annual Conference 2011 Exhibition and Sponsorship Opportunities

Who will I meet?Associate Specialist 6%

Consultant 65%

ST1-ST3 3%

ST4-ST8 13%

Staff Grade 3%

Other* 10%

Who exhibits?Exhibitors at the 2010 meeting:

Aptamil

Alk-Albelo

Actilion UK Limited

Beacon Pharmaceuticals

Cheisi

Danone Baby Care

DP Medical Systems

Department of Health

Ferring

Flynn Pharma

Granada Learning

Gilbert and Mellish Ltd

Harlow Printing Ltd

ID Medical

Mead Johnson Nutrition

Medikidz Ltd

Medacs Health Care

Merck Sharp and Dohme

Medic International

Medicines for Children

Nutricia

Nestle

Norgine Pharmaceuticals Limited

Optomic UK Limited

Phadia Ltd

Pearson Assessment

SMA Nutrition

Sigma-Tau

Sanhill Scientific UK Ltd

Solihull Approach

Special Products

Trudell Medical International

The Children's Trust

The National Child and MaternalHealth Observatory

The Locum Club Ltd

Wisepress Ltd

The exhibition1,500 participants make the Paediatrics and ChildHealth Annual Conference the Royal College’s principal event to discuss and present latest ideas and updates.

Leading industry figures to network with, and talk to.

Exhibitors have access to the scientific sessions ofthe conference, so you can keep up-to-date with the latest developmentin child health care.

Face-to-face contact with customers and decision-makersgives your products and services an outstanding platform.

Additional advertising opportunities allow you toexpress and promote your products.

* Includes research assistants, company directors, sales representatives, clinicalpsychologists, doctors, pharmacists, paediatric project officers, clinical scienceassociates, nurses and academics

3


The commercial exhibition The commercial exhibition is a vital part of the conference. It gives our exhibitors theopportunity to target their products and services toward a wide range of health care professionals in a narrow field – and the direct interaction and networking format allowscompanies to talk face-to-face with important customers and decision-makers.

Located in the Mead Gallery, the commercial exhibition will comprise of a mixture of spaceand shell scheme stands.

Refreshment breaks are scheduled to take place in the exhibition hall, as well as a drinksreception after the conference on Tuesday 5th April, giving you the chance to forge strongpersonal links with new and existing clients in a professional yet relaxed, atmosphere.

Exhibition timetableMonday 4 April 09.00-16.00 (set up)Tuesday 5 April 09.30-19.30 (wine reception 18.00-19.00)Wednesday 6 April 09.30-18.30Thursday 7 April 09.30-18.30

Exhibition stand optionsShell scheme stands£325 (+ VAT) per square metre• Shell scheme stand structure• Fascia name board with single coloured

exhibitor text to all open sides• 1x 13 amp socket per shell scheme• Lighting track with two spot lights• Coloured carpet• Company name listed in the conference

guide• Stand listed in the exhibition guide

Space only stands£295 (+ VAT) per square metre• Space in the Mead Gallery to the

dimensions and position chosen• Company name listed in the conference

guide• Stand listed in the exhibition guide

Please note furniture is not included.Furniture can be ordered through theExhibitor’s Pack available online.

4


Booking exhibition spaceExhibition space will be allocated on a first-come, firstserved basis on receipt of completed applicationforms (see page 7). Please read the Exhibition Termsand Conditions (see back page) before completingyour application.

Exhibition booking contactShould you have any questions relating to theexhibition or sponsorship, please contact:

Amit KotechaRoyal College of Paediatrics and Child Health5-11 Theobalds Road, London WC1X 8SHTel: 0207 092 6105 Fax: 0207 092 6196email:[email protected]

Exhibition floor plan

5


Sponsorship and promotional opportunities The RCPCH Annual Conference will provide sponsors and exhibitors the opportunity todemonstrate support and commitment to the field of child health. In addition, it will givecompanies exposure and access to delegates to convey key messages to a focused, influential audience, leaving a strong and lasting impression of your brand beyond the exhibition hall to achieve maximum exposure.

Delegate Badges and Lanyard: £4,500All attendees will be provided with delegatesbadges stating their name and organisation, to beworn throughout the Annual Conference. • Logo and an acknowledgement printed on the lanyard.

Delegates Bags: £6,000A popular support opportunity, delegate bags are filledwith pertinent conference materials and given to eachdelegate. Often used after the event by participants, thebag provides a lasting reminder of your company’sinvolvement with the conference. This sponsorshipgives you high-profile branding with company nameand logo on the front of the delegate bag.

Speaker Lounge: £2,500With over 300 speakers expected at the 2011 event,exclusive support of this area ensures a focusedbranding platform.• Branding throughout speaker lounge• Opportunity to display promotional material at strategic points• Acknowledgement and branding on all speaker confirmations• One conference delegate place• Entry in supporters’ section of the exhibition guide.

Conference Dinner Sponsor: £7,500Support a great networking opportunity for delegateswith the Conference Dinner – always a popular socialevent, with over 200 people attending. • Branding and product information in room

(posters, banner and leaflets) • Branding on menus • Complimentary table for 10 at the dinner• Branding on advertisements which will be advertised in the

conference programme and RCPCH website.

Drinks Reception Sponsorship: £3,500Support a great social networking opportunity fordelegates with the drinks reception in the exhibitionhall on Tuesday evening. • Branding and product information in room

(posters, banner and leaflets) • Branding on signage • Branding on advertisements in the conference programme

and RCPCH website.

Internet Café Sponsor: £4,500Allowing delegates to stay in touch and check emailsduring their time at the conference, the Internet Café is ahub of activity throughout the duration of the exhibition.As the only company to sponsor the Internet Café, youwill benefit from sole branding of this facility.• Branding in a high traffic area• Highly visible banner, promoting the Internet Café• Opportunity to distribute company literature and branded goods• Logo and screensaver on each monitor• The internet café will be promoted in the conference guide.

Lunch and Refreshments: £3,750All delegates, exhibitors and speakers will be welcomedfor lunch on Tuesday, Wednesday and Thursday. • Opportunity to enclose a free sample/insert in the lunch bag.

(Content to be approved).• Opportunity to brand lunch area • Company’s logo will feature on lunch and refreshment signage • Opportunity to supply branded packed lunch bags for all three

days of the conference.

Stationery: £2,500Notepads and pens supplied by sponsor will begiven to all delegates.• Opportunity to brand all stationary with their name and logo• Additional insert within the delegates bag (subject to approval

by Academic Board).

Exhibition Guide: £2,500The RCPCH Annual Conference Exhibition guide isdistributed to all delegates in their delegate bag. • Acknowledgement and their logo on the cover of the guide• A full A4 page advert.

Inserts in Delegates Bag Opportunities for exhibitors to place inserts in delegatebags are available, please indicate on the applicationform if you wish to do so. All inserts must be approvedby RCPCH prior to printing. DeadlinesSample for approval to RCPCH by Friday 4 February 2011 1,500 copies to be received by Friday 11 March 2011

Costs£700 per insert (+VAT) for Annual Conference 2011 exhibitors£825 per insert (+VAT) for non-exhibitors

6


All sponsorship applications will only be accepted subject to approval by Academic board.

Exhibition stand application formCompany Name:

Contact Person:

Job title:

Address:

Postcode:

Telephone: Fax:

Email:

First Choice: Second Choice: Third Choice:

Signed: Date:

Please indicate your first, second and third choice stand number

Stand size in m2 Total stand cost £

Please list the products/services you wish to exhibit:

Choice 1: £

Choice 2: £

Choice 3: £

TOTAL £

We hereby agree to be bound by the enclosed and updated Exhibition Terms and Conditions andGeneral Terms and Conditions for participating in the RCPCH Annual Spring Meeting. We alsoagree to be bound by any other documents or regulations referred to in those terms and conditions.

Post your application to:Amit Kotecha, Events Manager, Royal College of Paediatrics and Child Health,5-11 Theobalds Road, London WC1X 8SH or fax to 0207 092 6196

7


Please indicate your Sponsorship Package choice and cost

By completing an application form for exhibition space (“the ApplicationForm”) the organisation named in the Application Form (“the Applicant”)is applying for exhibition space services at the RCPCH Annual Coference(“the Event”) in accordance with these terms and conditions and thebrochure to which the Application Form was attached (“the Brochure”).

RCPCH is the operating name of The Royal College of Paediatrics andChild Heath, and a charity registered in England and Wales (no1057744.)and Scotland (noSCO38299.) whose registered office is at 10-11Theobalds Road, London, WC1X 8SH

RCPCH is under no obligation to accept applications for exhibition spaceservices. If RCPCH wishes to accept any such application it shall confirmits acceptance in writing to the Applicant.

RCPCH will consider all completed Application Forms it receives.Incomplete Application Forms may not be considered (at the sole discretion of RCPCH).

Participation in the exhibition by a company does not imply support by theRCPCH of the company’s products or policies.

In the event of any conflict between the terms set out in these Terms andConditions and those set out in the Brochure, these Terms and Conditionsshall prevail.

The Applicant hereby agrees to indemnify and keep indemnified RCPCHin respect of any costs, claims, loss or liability whatsoever suffered by anyperson (including legal costs and disbursements) as a result of any claimmade or threatened against RCPCH for breach of any rights of any person in respect of materials produced, supplied or distributed at theEvent by exhibitors.

Except in respect of death or personal injury caused by its negligence (forwhich no limitation applies), RCPCH shall not be liable to the Applicant inrespect of any loss of profit, loss of business, loss of revenue, loss ofanticipated savings or loss of use or value or any indirect, special or consequential loss however arising by reason of any representation(unless fraudulent), any implied warranty, condition or other term, anyduty at common law or any express term set out in theApplication Form,these Terms and Conditions or the Brochure.

Exhibition terms and conditions If the Applicant has applied for exhibition space and has received confirmationof RCPCH acceptance of its Application Form, RCPCH shall provide theapplicable benefits to the accepted Applicant (“the Exhibitor”) and theExhibitor shall make payment for those benefits as detailed in the Brochure.The relationship between RCPCH and the Exhibitor shall be governed bythese Exhibition Terms and Conditions together with the General Terms andConditions set out above. RCPCH will endeavour to allocate exhibitionstands to the Exhibitor on a first-come, first-served basis.

The Exhibitor shall ensure that its exhibition stand does not exceed 2.5metres in height and fits within the floor space allocated to it. Exhibitionstands must not encroach into or in any way impede access to or reasonableuse of those of other Exhibitors.

If the Exhibitor’s exhibition stand is to include any other form of additionalentertainment or attraction including (without limitation) cooking, music orrotating banners or logos, it must obtain written authorisation fromRCPCH no later than one month prior to the Event. Authorisation may bewithheld at the absolute discretion of RCPCH.

The Exhibitor shall ensure that its exhibition stand is open and staffed during all Event opening times and that it does not dismantle or close theexhibition stand or leave the Event before 15.00 on Thursday 7 April 2011.

If the Exhibitor leaves the Event before the Event has closed it may bedenied the opportunity to purchase exhibition space at future RCPCHevents and conferences at the sole discretion of RCPCH.

The Exhibitor is not permitted to organise unofficial meetings or similarcorporate-organised events in Warwick/ Coventry over the course of theEvent (5-7 April 2011).

The Exhibitor shall not arrange transportation to collect delegates fromthe Event or transport any delegates (regardless of whether or not theyare attending the last session) from the Event venue prior to the completionof the last Event session.

Limited storage space will be available at the Event venue. Details will beavailable nearer the time of the Event. Anything stored at the Event venueshall be at the owner’s risk and RCPCH shall accept no liability for theloss of or damage to any such property.

The Exhibitor will comply with all reasonable instructions issued to it byRCPCH whether in the Exhibitors’ Pack or otherwise including (withoutlimitation) those relating to stand build, set-up and breakdown, delivery ofmaterials and/or equipment, health & safety and risk assessment forms.

It is the Exhibitor’s responsibility to ensure its contractors, employees,agents, volunteers and staff receive and adhere to these Terms andConditions, the Brochure and all reasonable instructions given by RCPCH.

RCPCH reserves the right to alter stand allocations and the floor plan ifrequired at its absolute discretion. Any such changes will be determinedby RCPCH only following consultation with the Exhibitor (as it relates tothem), but such consultation shall not limit the discretion of RCPCH tomake any changes it deems necessary.

Exhibition cancellation fees (NB: all cancellations or reductions in spaceor services applied for must be submitted in writing): RCPCH will send aninvoice to the Exhibitor together with confirmationof its acceptance of theExhibitor’s Application Form.

Payment of the invoice must be received by RCPCH within 28 days of thedate of the invoice.

Payments must be received in full prior to the conference and no laterthan 4 March 2011.

Cancellation received before Friday 14 January 2011 will incur a cancellation fee equal to 50 per cent of the original amount paid for theBooked Space, to compensate RCPCH for expenses it will incur in finding replacement Exhibitors at short notice and the risk that suchreplacement Exhibitors will not be found.

No refund will be payable if the Exhibitor cancels the Booked Space bywritten notice to RCPCH received after 5pm Friday 14 January asRCPCH will not be able to apply resources to finding replacementexhibitors after this time. RCPCH would therefore expect to incur anopportunity cost equivalent to the original amount paid for the standspace for cancellations after this time in the absence of a 100 per centcancellation fee.

Exhibition stands will be inspected at 7am on Tuesday 5 April. Any materialdeviation from the guidelines outlined in the Brochure or any technicalinformation provided by RCPCH, or any other unreasonable behaviour bythe Exhibitor, may result in the closure of the Exhibitor’s exhibition stand.RCPCH shall have full discretion to refuse to make any refund in such circumstances, to cover the opportunity cost it will have incurred frombeing unable to find a replacement Exhibitor at such short notice.

Terms and Conditions


rcpch annual conference 2011 exhibitors brochure

Documents