PROSPECTUS Xi'an Destination NSW Greater China Roadshow 2018 - Monday, 5 November - Friday, 9 November 2018
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Destination NSW
Greater China Roadshow
2018
PROSPECTUS
Xi’an
Monday, 5 November – Friday, 9 November 2018Roadshow Overview
The Destination NSW (DNSW) Greater China Roadshow is designed to showcase Sydney
and New South Wales (NSW) products and destinations to key trade partners, and to
educate agents, product managers and front-line wholesale staff about destinations,
experiences and individual products in NSW. Ultimately, the Roadshow is designed to
increase overnight visitor expenditure in NSW.
The DNSW Roadshow will take place from Monday, 5 November to Friday, 9 November
2018 in Xi’an.
Market Profiles
Greater China, which includes mainland China, Hong Kong and Taiwan, is a key market
for NSW.
Mainland China is NSW’s largest international inbound visitor market. In the year ending
March 2018, NSW welcomed 791,000 visitors from mainland China with visitors staying
19.4 million nights. The latest results from the International Visitor Survey for the year
ending March 2018 show visitors from China spent an estimated $3.2 billion in NSW
making it the highest ranking market in terms of expenditure in NSW.
New South Wales welcomed 136,400 visitors from Hong Kong and 93,100 from Taiwan
in the year ending March 2018. Visitors from Hong Kong spent 2.6 million nights in NSW
and contributed $347 million to the NSW economy, while Taiwan visitors spent 3 million
nights and $227 million in NSW.
Additional market information on China, Hong Kong and Taiwan can be found on the
Destination NSW website
Roadshow Objectives
Grow overnight visitor expenditure for NSW by:
• Increasing destination and product awareness
• Raising the profile of NSW tourism suppliers
• Growing business opportunities for NSW tourism suppliers with key trade partners
in Greater China
• Strengthening and establishing travel industry relationships with product
managers in Greater China
• Providing product education for retail sales and front-line wholesale staff from
mainland China, who play a crucial role in securing bookings
• Generating media exposure for destinations and marketing initiatives
• Creating opportunities for NSW tourism suppliers to contract with relevant
wholesalers, retail agents and online travel agencies
• Showcasing NSW key experiences, cities, regions and events to key trade
partners.
2Roadshow Participation
With a maximum of 30 places available, preference will be given to NSW tourism
suppliers who most closely meet the eligibility criteria. In response to market demand,
new tourism suppliers who are export-ready are strongly encouraged to apply. Each
applicant must demonstrate how they meet the criteria in their application.
In order to showcase the depth and diversity of tourism products and to maintain and
stimulate interest in the destination, DNSW reserves the right to determine final
participation. There is no pro-rata discount if an element of the event program is not
undertaken by you.
If the number of companies meeting the selection criteria exceeds supply for the event,
DNSW has the right to apply a 'first in–first served' limit based on the date an application
is submitted prior to the deadline for the registration.
Selection criteria:
• Suppliers must be an export-ready tourism product (for e.g. accommodation,
visitor attraction, tour/activity provider or tourism transport) and paying
commissions
• Availability of relevant nett rates for your product/s or service
• Suitability of export-ready product/s for Greater China markets
• Availability of export-ready product/s in the Greater China markets,
appropriate booking facilities or distribution via an Inbound Tour Operator
(ITO) or international wholesale program
• Evidence of your product/s or service as internationally active in the Greater
China markets which may include one or more of the following in the past three
years:
o Attendance at one or more trade event/s held in Australia or international
o Involvement with the DNSW Trade Famil Program
o Demonstrated international marketing and promotional activities including
advertising in trade/consumer promotions
o Marketing product collateral relevant to the Greater China markets
(therefore, brochure, factsheet, online collateral)
• Tourism suppliers representing destinations other than NSW will be requested not
to promote those products or services
• Attending Destination Networks must be representing a range of export-ready
product/s type (minimum of six products) in the region suitable to the market
that are not represented at the event. Destination Networks may not use
Destination NSW operational funding to attend the event. Therefore, the
participation fee and travel costs must be met by local operators or other revenue
sources
• Tourism suppliers must be represented by an Australian-based representative
therefore preference will be given to those utilising an Australia-based
representative to attend
• Tourism suppliers must have public liability insurance to a minimum of
$20,000,000
• Tourism suppliers should have an up-to-date, live listing on sydney.com or
visitnsw.com
• Inbound Tour Operators are not eligible to attend the Roadshow
• Tourism suppliers must have no outstanding debts with DNSW
• Tourism suppliers must ensure receipt of requested materials and payment by
deadline dates.
3Participation Package
Participation cost per tourism supplier delegate is AUD$5,500 (exclusive of
GST) for the Greater China Roadshow held from 5-9 November 2018 with a
minimum of 20 and a maximum of 30 NSW tourism suppliers. A maximum of
two delegates from the same company will be accepted.
Roadshow participation includes:
• Four nights’ accommodation (single occupancy only and breakfast daily for one
guest)
• Welcome pack including market intelligence, name badge, uniform, Roadshow
program and detailed contact list of agents and product managers attending the
Roadshow
• Inclusion in the NSW tourism supplier directory which is provided to all attending
participants
• Market briefing hosted by DNSW in Xi’an as specified in the program
• Attendance at product manager and travel agent events including supply of meals
(where specified)
• DNSW hosts for the duration of the Roadshow.
The Participation Package excludes the following:
• International flights to/from Australia and Xi’an, or any other destination
• Accommodation outside the Roadshow dates
• All other transfers not outlined in the program
• Access to office equipment (internet, email, printers, scanners, photocopiers,
stationery, etc.)
• Brochure shipment or freight charges
• Items of a personal nature such as laundry, mini bar, telephone, internet, Wi-Fi
• Travel insurance, passport and visa applications
• Transfers (airport to hotel).
Interpreters
Mandarin speaking interpreters can be organised on behalf of Roadshow participants at
an approximate cost of AUD$350 per day (exclusive of GST). Please indicate in your
application if you require an interpreter and this fee, once confirmed, will be added to
your invoice.
4Payment
Upon confirmation of participation in the Roadshow, NSW tourism suppliers will be issued
with an invoice of AUD $5,500, or $11,000 for two participants.
NSW tourism suppliers will be required to adhere to the terms and conditions stated on
the invoice. Please make note of the cancellation policy on page 5 of this prospectus;
fees may apply in the event of late payment or cancellation.
Cancellation and Refund Policy
This Roadshow will consist of a minimum of 20 and a maximum of 30 NSW tourism
suppliers. Should the minimum number not be reached, the Roadshow may not proceed
and this decision will be made at the discretion of DNSW. This decision will be made by
Wednesday, 29 August and all registered participants advised.
For cancellations received on or before: Friday, 7 September 2018 5pm (Sydney
time) - refund of your total participation fee.
For cancellations received after: Friday, 7 September 2018 5pm (Sydney time) -
no refund will be provided.
All cancellations must be received in writing to lidia.marcelino@dnsw.com.au
Key Dates and Deadlines
Please note the key dates and deadlines in the timetable below. Adherence to these
deadlines will assist you in planning your participation in the Roadshow.
Applications open Friday, 10 August 2018
Applications close Friday, 24 August 2018
Acceptances advised Wednesday, 29 August 2018
Signed confirmation of your participation required Friday, 31 August 2018
Review of your company listing in the Tourism Supplier Friday, 31 August 2018
Directory
Visa letter provided by DNSW to accompany visa Thursday, 6 September 2018
application
Invoices issued Friday, 7 September 2018
Cancellation fees applicable from Friday, 7 September 2018
Final payment due Friday, 28 September 2018
Air/Other Travel
International flights to/from Australia or any other destinations will be the responsibility
of the participant. We recommend that you purchase your international airfares as soon
as you receive confirmation of attendance for the Roadshow to ensure you receive the
best available fare.
5Visas and Travel Documentation
Foreign citizens must obtain a Chinese visa for entry into China. Also, you must have a
valid passport with at least six months of remaining validity.
DNSW will prepare a letter to accompany your visa application form. You are advised to
apply for a visa at least one month in advance of your intended departure date but no
earlier than three months prior.
For further information on visas please visit www.visaforchina.org or au.china-
embassy.org
You should also be aware of customs and quarantine formalities when entering China.
For further information on customs formalities, please visit www.smartraveller.gov.au
Accommodation
Four nights’ accommodation in Xi’an are included in the participation fee.
Accommodation over the Roadshow dates will be booked and arranged by DNSW on your
behalf. Additional nights outside the official program will be at your own expense and
arrangement. The contact information for the hotel will be supplied to tourism suppliers
by September 2018.
Freight and Collateral
Participants will receive a NSW tourism supplier directory. This directory, which contains
tourism suppliers’ product information, will be distributed to all agents. The directory is
invaluable during the event. It reduces the need for tourism suppliers to bring hardcopy
brochures and it serves as a reference tool for wholesalers and agents after the event.
The directory will be translated into Chinese.
Contact details, a company logo, one product image and a company biography will be
included for each tourism supplier. You will be required to upload your company logo,
one product image (hi res .jpg or .eps file format) and a 250-word biography during the
application process. You will be contacted on Friday, 31 August 2018 to confirm the
information you submitted in your application.
If you intend to send collateral, it is suggested that you bring a minimum of 150
brochures to distribute in Xi’an. If possible your collateral should be translated into
Simplified Chinese. USB/memory keys are a common form of information distribution in-
market and are welcomed by the travel trade. It is recommended that you do not post
any goods, but rather use a freight forwarding company to courier your materials. If
required, hotel delivery details will be provided by September 2018. NSW tourism
suppliers will be provided with a detailed contact list of all Roadshow attendees and are
encouraged to follow up with agents post event. We also recommend you bring 300
business cards.
If shipping, only include printed material in your shipment as CDs and other promotional
items are likely to get delayed at customs and/or incur large import taxes. Freight costs
are the responsibility of the NSW tourism supplier. DNSW is unable to assist with
processing goods held in customs.
6Theming and Giveaways
The venue will be themed with DNSW branding.
Each NSW tourism supplier will have a small area to theme. These items can include an
iPad/tablet, small table-top brochure rack, tent-card or laptop plus table decor.
You are welcome to provide small giveaways such as pens, USB keys or stress balls, for
travel agents and front-line wholesale staff. Approximately 200-230 agents and staff will
attend the Roadshow.
Prizes
NSW tourism suppliers are encouraged to donate prizes and offer complimentary
accommodation, tours, attractions so that the prize winners can experience your
product. DNSW will source and supply an airfare and package the prizes to offer during
the Roadshow.
If you would like to donate a prize/s please outline your offer in the application form and
advise any applicable terms and conditions. You will also need to supply a voucher for
the prize/s.
Insurance
All participants are responsible for personal travel; vaccinations, if required; health
insurance; public and product liability insurance; workers compensation; and property
insurance coverage for the duration of the Roadshow. It is highly recommended that
travel insurance be purchased prior to departure.
DNSW does not accept responsibility or liability for any loss suffered by participants;
does not provide or arrange any insurance for or on behalf of participants; and does not
provide any indemnity for loss or injury suffered by participants.
Terms and Conditions
Terms and conditions apply to participate in the DNSW China Roadshow 2018. These are
outlined in the application process and tourism suppliers are asked to sign indemnity
forms on acceptance of their place in the Roadshow.
7Draft Program
Day 1 5 November 2018 (Monday)
Before 1pm Arrive and check into the hotel
Afternoon NSW Sellers briefing and market update
Buyers briefing from East and South China
Ice-breaking session arranged between East and South China agents
and NSW sellers
Evening Dinner with East and South China agents and a buyers briefing from
Taiwan
Overnight Xi’an (venue TBA)
Day 2 6 November 2018 (Tuesday)
Morning - 30 x one-on-one appointments with East and South China and Taiwan
afternoon agents
VIP arrival
North, West China and Hong Kong agents arrive and check in to the
hotel
Buyer briefing
Evening Gala Dinner with agents from China, Hong Kong, Taiwan and VIPs &
NSW Sellers
Overnight Xi’an (venue TBA)
Day 3 7 November 2018 (Wednesday)
Morning - Ice-breaking session arranged with NSW sellers and agents from North
afternoon and West China and Hong Kong
30 x one-on-one appointments with North and West China agents, and
Hong Kong agents
OTA agents from China, Hong Kong and Taiwan check in
OTA buyers briefing
Evening Dinner with agents from North and West China and Hong Kong, along
with with OTA agents from China, Hong Kong and Taiwan
Overnight Xi’an (venue TBA)
Day 4 8 November 2018 (Thursday)
Morning - Ice-breaking session with NSW Sellers and OTA agents from China,
afternoon Hong Kong and Taiwan
20 x one-on-one appointments with OTA agents from China, Hong Kong
and Taiwan
Concurrent Training session
Evening Dinner at leisure
Overnight Xi’an (venue TBA)
Day 5 9 November 2018 (Friday)
Morning Departures at leisure
*The above program is subject to change at the discretion of DNSW
8Contact Us
For any questions relating to the Roadshow, please contact:
Lidia Marcelino, Senior Trade Events Coordinator
E: lidia.marcelino@dnsw.com.au
T: +61 2 9931 1520
Lilu Fu, Business Development Manager Eastern Markets & China Digital Partnerships
E: lilu.fu@dnsw.com.au
T: + 61 2 9931 1472
Jennifer Tung, Regional Director North Asia
E: jennifer.tung@dnsw.com.au
Nathan Pei Regional Manager North Asia
E: nathan.pei@dnsw.com.au
DNSW China Roadshow 2018 Application Process
The application process for the DNSW China Trade Roadshow 2018 is via an online
questionnaire. Please complete your application using this online system. Submission of
an application does not guarantee a place on the Roadshow. Applications will be
assessed based on the selection criteria and NSW tourism suppliers will be notified in
writing as per the key dates on page 6.
Applications close at 5:00pm (Sydney Time) on Friday, 24 August 2018
Click here for the online application form
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