CALL FOR DEMONSTRATIONS - www.itsworldcongress2019.com - ITS World Congress 2019
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CALL FOR
Organised by:
DEMONSTRATIONS Co-Hosted by:
www.itsworldcongress2019.com
ABOUT THE
26TH ITS WORLD CONGRESS
SINGAPORE 2019
The congress venue Fast facts:
Suntec Singapore Convention & Exhibition Centre is the World’s DATES:
Leading Meetings & Conference Centre, located at the heart of 21 to 25 October 2019
Asia’s most integrated meetings, conventions and exhibitions hub.
With great versatility featuring 42,000m² of flexible customisable
VENUE:
space, free WiFi, digital signage, an excellent range of culinary
Suntec Singapore Convention &
choices and a dedicated team of service experts, our award
Exhibition Centre
winning facility can cater to events from 10 to 10,000 persons.
Only 20 minutes from Changi International Airport, Suntec Over 10,000 attendees from around 60
Singapore Convention & Exhibition Centre is conveniently located countries worldwide
in the Central Business District and just minutes from the city’s
entertainment and cultural attractions. Suntec Singapore offers
direct access to 5,200 hotel rooms, 1,000 retail outlets, 300 Visit www.itsworldcongress2019.com
restaurants, 6 museums and Esplanade - Theatres on the Bay. for the latest information
Suntec Singapore Convention & Exhibition Centre
EMAIL:
1 Raffles Boulevard, Suntec City, Singapore 039593
info@itsworldcongress2019.com
www.suntecsingapore.com
for more information on Demonstrations
ITS World Congress 2019 themes
Smart Mobility, Empowering Cities
Intelligent, Connected Crowdsourcing & Cybersecurity Multimodal Transport
& Automated Vehicles Big Data Analytics & Data Privacy of People & Goods
Policies, Standards Safety for Drivers & Innovative Pricing & Sustainable
& Harmonisation Vulnerable Users Travel Demand Management Smart Cities
2 Call for Demonstrations
OVERVIEW FOR and ascertain basic logistical requirements. In addition, it
is envisioned that 26th ITS World Congress Demonstrations
ORGANISATIONS Committee may try and group demonstrations – where
feasible – to provide a better experience for the attendees
The 26th ITS World Congress in Singapore will and enhance marketing for you, the partner organisation.
take place in and around the Suntec Singapore
Convention and Exhibition Centre.
The following demonstration environments are
The desired impact of the demonstrations is to inform and proposed and subject to finalisation, dependent on
convince government, decision makers, general public and the responses received to this Call for
media of the benefits of ITS. The demonstrations also provide Demonstrations:
an opportunity to showcase your offerings and organisation.
• Static indoor (allocated area) at The Float @
One of key demonstrations will be the use of Global Navigation
Marina Bay
Satellite System for congestion management.
• Closed circuit that is off-public roads
The Call for Demonstrations has been developed by the
• Open circuits that are on public roads (subject to
26th ITS World Congress Demonstrations Committee and
regulatory approval)
incorporates the following process:
Submission of this Storyboard Application will serve as your
• Step 1: Storyboard Application
organisation’s intent to participate. At this time, information
Complete Part A of the application form (page
submitted will be considered your best summation of a
6 of this document) and submit to the 26th ITS
possible demonstration.
World Congress Demonstrations Committee by
9 November 2018. Please provide as much information as possible. It is
• Step 2: Detailed Submission Form understood that this submission is subject to change. A
Complete Part B of the application form (page Detailed Submission Form and Agreement Execution process
7 of this document) and submit to the 26th ITS will be required at a later date.
World Congress Demonstrations Committee by
Submission of this Storyboard Application will allow your
21 December 2018. Step 2 should only be
organisation early access to the planning process (your
completed after the Committee has accepted the
organisation may be included in teleconferences, face-to-
storyboard application.
face meetings, and information dissemination).
• Step 3: Agreement Execution
The agreement will be provided upon successful Whilst it is not mandatory to propose a demonstration which
application. follows the predefined themes, the 26th ITS World Congress
Demonstrations Committee has decided to propose the same
All submissions are to be made via email through themes as the 26th ITS World Congress in order to create a
info@itsworldcongress2019.com synergy between the different congress elements such as the
technical programme, exhibition, demonstrations, technical
visits and ancillary events.
The purpose of the 26th ITS World Congress Demonstrations
Committee is to ascertain whether your organisation is These themes are only suggestions to help you in your choice
interested to propose a demonstration and to collect a and description of the demonstration you want to propose.
general description of what your organisation may be Your demonstration does not have to fit into these themes.
considering conceptually. In order to facilitate planning, the Your organisation is free to propose a demonstration that
26th ITS World Congress Demonstrations Committee needs to does not fit in a predefined topic.
better understand the nature of the intended demonstrations
APPLICATION GUIDELINES
AND DEMONSTRATIONS FEE
If your organisation is invited to participate in providing a demonstration, upon a successful application, you will have to
commit to the following requirements through an executed agreement:
• Appoint one dedicated point of contact to serve as a DEMONSTRATION MARKETING
representative, who from time to time will attend the 26th • Promotion via the 26th ITS World Congress marketing
ITS World Congress Demonstrations Committee meetings. tools, including on the 26th ITS World Congress website
and inclusion of demonstration activities in the official
This individual should have the best possible combination programme.
of technical and logistical understanding of your company’s
• Comprehensive informational leaflet to be distributed on-
demonstration so that they can serve as a capable liaison
site to participants and media partners (printed copies to
for your organisation. Additional representatives will be
be provided by Demonstrator).
permitted/encouraged at certain 26th ITS World Congress
Demonstrations Committee planning meetings especially • Inclusion of footage of your demonstration feature
where technical expertise is warranted. in Congress promotions (footage to be provided by
Demonstrator).
• Appoint one dedicated marketing and business
representative, who from time to time may be required to • Integrated advertising with other 26th ITS World Congress
attend the marketing committee meetings. In addition, your promotional activities.
organisation will be asked to provide marketing images,
video clips, or other media in support of the promotional
campaigns for the demonstration event and 26th ITS World DEMONSTRATION STAGING
Congress in general. • Registration for your demonstration through the 26th ITS
World Congress website, a mobile application and an onsite
• The fee associated with undertaking a demonstration is: desk at the exhibition venue.
• Inclusive as part of a specific sponsorship that your • Signage in the 26th ITS World Congress exhibition venue
organisation may have entered into with ITS Singapore as making it easy to find and access the Demonstration Area.
part of the 26th ITS World Congress, or
• A mobile application which will guide the participants to the
• SGD21,200 (inc. of 7% GST) and the purchase of floor Demonstration Area.
space in the exhibition hall equivalent to a minimum of
18sqm. This fee covers a number of important items that • Barriers, cones, fencing and pedestrian safety needs around
ultimately provide a larger return on your investment and the demonstration staging area.
are common among all participants. All exhibition spaces
• Access to open circuits that are on public roads (subject
and locations within the hall are subject to availability
to regulatory approval), as necessary for the specific
and on a “first-come, first-served” basis.
demonstration.
4 Call for Demonstrations
• Bus transfers to/from the Congress venue
to your demonstration staging area, as
necessary for the specific demonstration.
DEMONSTRATION OPERATIONS
• Static indoors (allocated area) at the The
Float @ Marina Bay site: each modular
station measures approx. 9 x 6 metres (two
car park lots included) with basic power
points (13Amp) provisioned.
• Closed circuit: this area in within The Float
@ Marina Bay site. It features the closed Overview of Marina Bay Floating Platform
demonstration circuit measuring approx.
400 metres with demarcated pickup and
drop off points.
• Open circuits along public roads (subject
to regulatory approval): there are two
proposed routes for demonstration, both
are one-way multi-lanes roads. There will
be demarcated pickup and drop off points
along the routes. One of the route features
both right and left turns, including a few
traffic light controlled junctions.
WHAT’S NOT INCLUDED
All activities and expenses associated with
your demonstration not covered as part of the
demonstration fee shall be your organisation’s
responsibility. Examples include, but not Open and Closed Circuits Map
limited to:
KEY DATES
• All set up, removal and operational costs
of the specific demonstration, including
rehearsals.
1 CALL FOR DEMONSTRATION
• Cost for electricity, internet access (fixed /
Wi-Fi), equipment and other specific needs SUBMISSION OF PART “A” STORYBOARD APPLICATION
for the demonstration (tents/marquees, 2
(BY 9 NOVEMBER 2018)
catering, storage etc.)
SHORTLISTING
• Overall security of products and systems 3
(BY 23 NOVEMBER 2018)
and related insurance costs (eg. equipment/
venue damages, public liability etc.)
FOR SHORTLISTED APPLICATIONS, SUBMISSION OF PART “B”
• All costs related to conduct the 4 DETAILED SUBMISSION FORM
demonstration (eg. design and production (BY 21 DECEMBER 2018)
of marketing materials, content delivery,
manpower etc.) is to be borne by your 5 FINAL LISTING AND APPROVALS
orgnisation. (BY 31 JANUARY 2019)
• Specific claims against damages and injuries,
AGREEMENT EXECUTION
and specific insurance to cover liability 6
(BY 1 MARCH 2019)
arising from software, hardware, systems
and technology design, manufacturing, 7 REHEARSALS FOR JUNE/JULY 2019
installation, testing, commissioning and
prototyping, showcasing and use. FINAL REHEARSALS IN OCTOBER 2019
8
(BY OCTOBER 2019)
Note: the Key Dates are subject to change
Call for Demonstrations 5
CALL FOR DEMONSTRATION APPLICATION FORM PART A
Part A – Storyboard Application (Only complete Part A and submit to 26th ITS World Congress Demonstrations Committee)
ORGANISATION NAME:
TYPE OF ORGANISATION: Government Agency University/research institution
For-profit organisation Not-for-profit organisation
Small or medium enterprise (SME) Other
WEBSITE:
ARE YOU AN EXISTING SPONSOR OR ARE YOU PLANNING TO BE A SPONSOR OF THE 2019 ITS WORLD CONGRESS? Yes No
Anticipated Sponsorship Level:
ARE THERE ANY OTHER ORGANISATIONS OR COMPANIES THAT WILL BE A PART OF YOUR DEMONSTRATION(S)? Yes No
If yes, please list below:
PARTNER 1 ORGANISATION NAME:
TYPE OF ORGANISATION: Government Agency University/research institution
For-profit organisation Not-for-profit organisation
Small or medium enterprise (SME) Other
PARTNER 2 ORGANISATION NAME:
TYPE OF ORGANISATION: Government Agency University/research institution
For-profit organisation Not-for-profit organisation
Small or medium enterprise (SME) Other
PRINCIPAL POINT OF CONTACT
NAME:
EMAIL:
OFFICE PHONE (inc. country code): MOBILE (inc. country code):
STREET ADDRESS:
STATE: COUNTRY: POSTCODE/ZIP:
HAVE YOU PARTICIPATED IN AN ITS WORLD CONGRESS DEMONSTRATION PREVIOUSLY? Yes No
If yes, which one(s):
SECONDARY POINT OF CONTACT
NAME:
EMAIL:
OFFICE PHONE (inc. country code): MOBILE (inc. country code):
STREET ADDRESS:
STATE: COUNTRY: POSTCODE/ZIP:
HAVE YOU PARTICIPATED IN AN ITS WORLD CONGRESS DEMONSTRATION PREVIOUSLY? Yes No
If yes, which one(s):
MARKETING/PROMOTION POINT OF CONTACT
MARKETING/PROMOTION CONTACT NAME:
EMAIL:
OFFICE PHONE (inc. country code): MOBILE (inc. country code):
STREET ADDRESS:
STATE: COUNTRY: POSTCODE/ZIP:
HAVE YOU PARTICIPATED IN AN ITS WORLD CONGRESS DEMONSTRATION PREVIOUSLY? Yes No
If yes, which one(s):
DEMONSTRATION STORYBOARD
PROPOSED TITLE OF DEMONSTRATION:
STORYBOARD OR BRIEF DESCRIPTION:
The opportunity for a more detailed description will come later as part of the detailed Application
DO YOU HAVE A PICTURE OR GRAPHIC THAT DESCRIBES YOUR DEMONSTRATION? Yes No
If yes, please email any title, diagram, picture, videos, or other material
6 Call for Demonstrations
CALL FOR DEMONSTRATION APPLICATION FORM PART B
Part B – Detailed Application (Only complete Part B after acceptance of Part A by 26th ITS World Congress
Demonstrations Committee)
ORGANISATION NAME:
CONTACT PERSON:
PROPOSAL NAME OF DEMONSTRATION:
PHYSICAL AREA THAT BEST SUITS YOUR Static indoor (allocated area) Open circuits that are on public roads (subject to
DEMONSTRATION: regulatory approval)
Closed circuit that is off-public roads
PROVIDE FULL DETAILS OF YOUR DEMONSTRATION INCLUDING THE EXPECTED EXPERIENCE OF THE PARTICIPANTS/ATTENDEES:
HAS THIS BEEN DEMONSTRATED PREVIOUSLY AT A PUBLIC EVENT OR CONFERENCE? If yes, please describe:
WILL ELEMENTS OF YOUR DEMONSTRATION – IN PART OR IN WHOLE – REMAIN SUCH THAT THEY WILL HAVE TO BE DISPOSED OF BY OTHERS?
OPERATIONS & LOGISTICS
HOW MANY PEOPLE (FROM YOUR STAFF OR OTHERS) ARE REQUIRED TO RUN ONE ITERATION OF YOUR DEMONSTRATION?
IF YOUR DEMONSTRATION IS MOBILE WITH RIDERS, HOW MANY ATTENDEES CAN YOU ACCOMMODATE IN EACH ITERATION OF YOUR DEMONSTRATION:
IF YOUR DEMONSTRATION IS MOBILE BUT CAN BEST BE OBSERVED FROM A DISTANCE, WHAT ARE THE MINIMUM AND MAXIMUM VIEWING DISTANCES FOR
OPTIMAL PARTICIPATION BY ATTENDEES?
PLEASE DESCRIBE ANY SAFETY OR SECURITY CONCERNS WITH YOUR DEMONSTRATION:
PLEASE DESCRIBE ANY ON-SITE REHEARSAL REQUIREMENTS YOU HAVE IN ADVANCE OF THE CONGRESS (DAYS/WEEKS/MONTHS IN ADVANCE AND DURATIONS
FOR EACH)? Note: these will be additional to any required by the 2019 World Congress Demonstrations Committee
Call for Demonstrations 7Supported by:
For further information pertaining to the
Call for Demonstrations, please email
26 ITS World Congress Demonstrations Committee
th
Held in: info@itsworldcongress2019.com
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