SPONSORSHIP PROSPECTUS - Annual World Forum on Advanced Materials
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SPONSORSHIP PROSPECTUS Annual World Forum on Advanced Materials (POLY-CHAR) 2023 23-26 January 2023 The University of Auckland
WELCOME With a great pleasure, we would like to invite you to become a sponsor of the Annual World Forum on Advanced Materials (POLY-CHAR) 2023 meeting, which will take place from 23 - 26 January 2023 at the University of Auckland, New Zealand. POLY-CHAR is a nonprofit, non-governmental organisation devoted to creating a friendly environment to share information, organise student exchange and cooperation, to hold international meetings and to provide a platform for scientist from all over the word in the field of Materials Science, in particular Polymer Characterization and Polymer Materials Science and Technology. An important goal of POLY-CHAR is to offer a forum for PhD students and young researchers to create their own scientific networks and experience a true scientific community. POLY-CHAR is rooted in polymer synthesis, characterization, processing, application, recycling, education and its environmental/social consequences. The activities and structure of the organisation are determined by the Scientific Committee (SciCom). This committee is composed of eminent scientists from around the world with an interest in the areas of activities of the organisation. The members of the committee take an active part in the activities of the organisation and contribute to the expansion and functioning of the organisation and its meetings. For further information about the sponsorship and advertising opportunities outlined in this prospectus, or any queries regarding the conference, please contact polychar2023@auckland.ac.nz
INVITATION TO SPONSOR
The Annual World Forum on Advanced Materials (POLY-CHAR) 2023 is offering a number of sponsorship
packages designed to provide maximum coverage during the conference and associated activities.
If you would like to discuss any variation of the packages below or further options, please contact
polychar2023@auckland.ac.nz
Sponsorship Packages – all prices are in NZD and exclude GST 15%
Package Cost
Platinum Sponsor
(Lanyard and Name badge) $12,000
One available
Gold Sponsor
(choose from Conference App or Coffee Cart) $8,000
Two available
Silver Sponsor
$6,000
(Welcome reception)
Gala Dinner $5,000
Conference Satchel $3,500
Break sponsor $POA
Gift: Keep cup or Water bottle $3,500
Phone Charging Station $1,500
Plenary Speaker Sponsor $1,000
Conference Supporter $500
Exhibition $3,000MAJOR PACKAGE INCLUSIONS
If you would like to discuss any variation of the packages below or further options, please contact
polychar2023@auckland.ac.nz
Platinum Sponsor (exclusive opportunity)
Sponsorship Benefits and Exposure
Registration
• Four (4) complimentary registrations
• Four (4) complimentary tickets to Gala Dinner
• Four (4) complimentary tickets to Welcome Reception
Exhibition
• Six booths (3m x 1.2m)
Profile
• Company logo and profile showcased in an EDM (electronic direct mail) to the
database pre-event. Provide a promotional advert to be uploaded to your profile on
the Conference App (pdf document, artwork to be provided by your organisation)
• Delegate list provided of all those attending the conference (excluding those who request
privacy)
• Status associated with being a Platinum sponsor of the conference
• Acknowledgement of organisation sponsorship in the conference opening and closing
address
• Opportunity to make a short address in the Opening Plenary Session
• Organisation logo on the conference website and app, linking to your website
• Organisation logo displayed in opening multi-media presentation
• Two (2) organizational banners in conference venue (supplied by sponsor)
• Opportunity to invite a speaker for a standard oral presentation 30 minutes
(subject to programme committee approval)
• Naming rights for a poster prize
• Company logo featured on the name badge (alongside the conference logo)
• Opportunity to provide branded lanyards for all delegates to wear (to be
provided by your organisation)Gold Sponsor (two opportunities)
Sponsorship Benefits and Exposure
Registration
• Two (2) complimentary registrations
• Two (2) complimentary tickets to Gala Dinner
• Two (2) complimentary tickets to Welcome Reception
Exhibition
• Four booths (3m x 1.2m)
Profile
• Company logo and profile showcased in an EDM (electronic direct mail) to the
database pre-event. Provide a promotional advert to be uploaded to your profile on
the Conference App (pdf document, artwork to be provided by your organisation)
• Delegate list provided of all those attending the conference (excluding those who request
privacy)
• Status associated with being a Gold sponsor of the conference
• Acknowledgement of organisation sponsorship in the conference opening and closing
address
• Organisation logo on the conference website and app, linking to your website
• Organisation logo displayed in opening multi-media presentation
• One (1) organizational banners in conference venue (supplied by sponsor)
• Opportunity to invite a speaker for a standard oral presentation 15 minutes
(subject to programme committee approval)
Coffee Cart (option 1)
• Opportunity to brand coffee cart or supply a branded resusable coffee cup (supplied
by your organization)
• One free standing banner to be placed next to the coffee car (to be provided by
your organisation). Further acknowledgement on conference website and sponosrs
holding slides as the “Barista Coffee Cart Sponsor”
Conference App (option 2)
• Naming rights to the conference app
• Organisation logo to be included on the app introductory screen
• One (1) push notification to delegates each day of the conference, maximum 140
characters (text to be approved in advance and will only be sent during catering
breaks)Silver Sponsor
Sponsorship Benefits and Exposure
Registration
• One (1) complimentary registration
• One (1) complimentary ticket to Gala Dinner
• One (1) complimentary ticket to Welcome Reception
Exhibition
• Two booths (3m x 1.2m)
Profile
• Company logo and profile showcased in an EDM (electronic direct mail) to the
database pre-event. Provide a promotional advert to be uploaded to your profile on
the Conference App (pdf document, artwork to be provided by your organisation)
• Delegate list provided of all those attending the conference (excluding those who request
privacy)
• Status associated with being a Silver sponsor of the conference
• Acknowledgement of organisation sponsorship in the conference opening and closing
address
• Organisation logo on the conference website and app, linking to your website
• Organisation logo displayed in opening multi-media presentation
• One (1) organizational banners in conference venue (supplied by sponsor)
• Naming rights to the Welcome Reception
• Opportunity for an organisation representative to welcome delegates to the
reception at the end of the conference opening directly prior to the function
(5minutes max)
• Sponsors signage (pop up banner or similar) displaed in the conference foyer and at
the entry to the welcome reception (supplied by sponsor, location at the discretion
of the conference organizer)ADDITIONAL PACKAGE INCLUSIONS
Gala Dinner Sponsor
Sponsorship Benefits and Exposure
Registration
• Two (2) complimentary registrations
• Two (2) complimentary tickets to Gala Dinner
• Two(2) complimentary tickets to Welcome Reception
Profile
• Company logo and profile showcased in an EDM (electronic direct mail) to the
database pre-event. Provide a promotional advert to be uploaded to your profile on
the Conference App (pdf document, artwork to be provided by your organisation)
• Delegate list provided of all those attending the conference (excluding those who request
privacy)
• Acknowledgement of organisation sponsorship in the conference opening and closing
address
• Organisation logo on the conference website and app, linking to your website
• Organisation logo displayed in opening multi-media presentation
• Naming rights to the Gala Dinner (including logo printed on the menu and any
other dinner related collateral)
• Opportunity for an organisation representative to welcome delegates to the
Conference Dinner prior to the function (max 5 min) or run a prize draw
• Sponsor’s signage (pop up banner or similar) displayed in the conference foyer and
at the entry to the Conference Dinner (supplied by sponsor, location at the
discretion of conference organiser)Conference Satchel Sponsor
Sponsorship Benefits and Exposure
Profile
• Company logo and profile showcased in an EDM (electronic direct mail) to the
database pre-event. Provide a promotional advert to be uploaded to your profile on
the Conference App (pdf document, artwork to be provided by your organisation)
• Delegate list provided of all those attending the conference (excluding those who request
privacy)
• Acknowledgement of organisation sponsorship in the conference opening and closing
address
• Organisation logo on the conference website and app, linking to your website
• Organisation logo displayed in opening multi-media presentation
• Sponsor and committee to determine the conference satchel product
• Organisation logo (one colour) printed on the satchel alongside the conference logo
Gift: Keep cup or Water Bottle Sponsor
Sponsorship Benefits and Exposure
Profile
• Company logo and profile showcased in an EDM (electronic direct mail) to the
database pre-event. Provide a promotional advert to be uploaded to your profile on
the Conference App (pdf document, artwork to be provided by your organisation)
• Delegate list provided of all those attending the conference (excluding those who request
privacy)
• Acknowledgement of organisation sponsorship in the conference opening and closing
address
• Organisation logo on the conference website and app, linking to your website
• Organisation logo displayed in opening multi-media presentation
• Sponsor and committee to determine the conference gift product
• Organisation logo (one colour) printed on the gift alongside the conference logoPhone Charging Station Sponsor
Sponsorship Benefits and Exposure
Profile
• Company logo and profile showcased in an EDM (electronic direct mail) to the
database pre-event. Provide a promotional advert to be uploaded to your profile on
the Conference App (pdf document, artwork to be provided by your organisation)
• Delegate list provided of all those attending the conference (excluding those who request
privacy)
• Acknowledgement of organisation sponsorship in the conference opening and closing
address
• Organisation logo on the conference website and app, linking to your website
• Organisation logo displayed in opening multi-media presentation
• One (1) Branded charging station displayed in the exhibition/catering area
Plenary Speaker Sponsor
Sponsorship Benefits and Exposure
Profile
• Company logo and profile showcased in an EDM (electronic direct mail) to the
database pre-event. Provide a promotional advert to be uploaded to your profile on
the Conference App (pdf document, artwork to be provided by your organisation)
• Delegate list provided of all those attending the conference (excluding those who request
privacy)
• Acknowledgement of organisation sponsorship in the conference opening and closing
address
• Organisation logo on the conference website and app, linking to your website
• Organisation logo displayed in opening multi-media presentation
• Exclusive sponsorship of one plenary speaker presentation at the conference
• Organisation logo will be displayed at the commencement and conclusion of the
presentation
• Option to have a organisation member introduce the speakerBreak Sponsor
Sponsorship Benefits and Exposure
Profile
• Company logo and profile showcased in an EDM (electronic direct mail) to the
database pre-event. Provide a promotional advert to be uploaded to your profile on
the Conference App (pdf document, artwork to be provided by your organisation)
• Delegate list provided of all those attending the conference (excluding those who request
privacy)
• Acknowledgement of organisation sponsorship in the conference opening and closing
address
• Organisation logo on the conference website and app, linking to your website
• Organisation logo displayed in opening multi-media presentation
• Company logo featured on the catering cards placed amongst the catering stations
during your sponsored catering breaks
• Further acknowledgement on the conference website, app and sponsors holding
slides as the ‘Catering sponsor – (Day one, or two, or three or four)
Conference Supporter
Sponsorship Benefits and Exposure
Profile
• Organisation logo on the conference website and app, linking to your website
• Organisation logo displayed in opening multi-media presentation
• Delegate list provided of all those attending the conference (excluding those who request
privacy)Exhibition
Registration
• One (1) complimentary exhibitor registration
• One (1) complimentary ticket to Gala Dinner
• One (1) complimentary ticket to Welcome Reception
Profile
• Hyperlinked logo and 50-100 word organization profile on the conference website
and app
• Provide a promotional advert to be uploaded to your profile on the Conference App
(pdf document, artwork to be provided by your organization)
• Pre-fabricated stands are 3m wide x 1.2m deep x 2.3 high
• Partitioning will be supplied for two or three sides of the stand, depending upon
individual requirements.
• 2x 150 watt spotlights
• 1x 10 amp power supply with 4 piun multi-box power point
• Company name on fascia board (max 20 characters on black and white board)
• Delegate list provided of all those attending the conference (excluding those who request
privacy)Liability
TERMS AND CONDITIONS You assume entire responsibility and hereby agree to protect, indemnify,
defend and hold Us harmless against all claims, losses and damages to
The following terms and conditions apply to Your application to sponsor
and/or exhibit: persons or property, government charges, or fines and legal fees arising from
or caused by Your installation, removal, maintenance, occupancy or use of
You/Your – Sponsoring / Exhibition company/organisation. the event venue or a part thereof, except to the extent that such liability is
We/Us/Our – Event Services, The University of Auckland (acting as agent for caused by the negligence of the event venue, its employees and agents.
the event local organising committee (the "Principal")). Without limiting the above provision, You are responsible for any reasonable
costs of repairing Your designated exhibition space or the event venue
By returning the completed and signed Application to Sponsor or Exhibit
form (the "Application Form") you agree to be a sponsor of Poly Char 2023 should You paint, mark or damage any fixtures or fabric.
hosted by The University of Auckland and being held at the University of You are also solely responsible for any physical loss or damage to Your own
Auckland from 23 – 26 January 2023 (the "Event Period") on the terms and property while that is located at the event.
conditions set out below, from the date that the Application Form is signed
by You until the end of the Event Period. We will not be liable for and make no guarantee of the number of visitors to
the event.
We reserve the right to refuse or deny any application. When Your
application has been received and is accepted by Us, We will send You email We will not be accountable for the level of commercial activity generated for
confirmation and attach an invoice for the total payment amount (as You or any other person.
recorded on the Application Form). Our confirmation email amounts to an You acknowledge that the University of Auckland is acting as agent for the
acceptance by Us of Your offer to sponsor. Once We confirm acceptance of Principal and that these terms and conditions are for the benefit of and
Your application, there is a binding agreement between You and Us unless enforceable by the University of Auckland and the Principal.
cancelled in accordance with these terms and conditions.
Exhibitors
Your requested category of sponsorship may be limited to a certain number
of sponsors and preference will be determined in order of receipt of the You must only exhibit products sold or supplied, or services rendered by You.
signed Application Form and payment. The event secretariat will notify You if You may not assign, share, sub-let, or grant licences for the whole or part of
You are unable to participate in Your requested category. Your designated exhibition space without prior approval from Us.
The Principal shall have control over selecting the invitees to the event and We reserve the right to rearrange the floor plan and/or relocate any exhibit
the selection of any speakers, presenters or authors. without notice. We will not discount or refund for any facilities not used or
required.
Details of the event may change without notice. Please refer to the event
website for the latest information. The general exhibition space will have a surface that allows for velcro
fastenings. No cementing, nailing, tacking, taping or attaching of any
material to the floor, walls or columns is permitted.
General We reserve the right to ask You to remove any display items We deem as
You will be informed of all deadlines for the provision of information or unacceptable, and if We do so You agree to promptly comply with Our
materials by way of email updates and updates to the event website. The request.
deadlines for delivery or supply of materials, information or artwork are not During the event hours, a representative from Your company/organisation
negotiable. If materials, information or artwork required from You are not must staff Your exhibit at all times.
received by Us by the designated due date, their use for their intended
purpose cannot be guaranteed. The value of these entitlements will not be You must conduct business only from within the confines of Your designated
refunded in this circumstance. exhibition space and must ensure that Your representatives and employees
do not tout, or place any material, outside of Your designated exhibition
Due to privacy legislation, We cannot guarantee the inclusion of all event space in a manner that obstructs the aisles. You must ensure that You and
participants’ details on any delegate list. Your representatives comply with all relevant laws and with all policies
Sponsors and exhibitors are not entitled to entry into the event sessions or relating to the event.
social events, unless the relevant tickets are offered as part of the particular All material used in the event venue and/or exhibitor’s space must conform
sponsorship package. Sponsors and exhibitors who do not hold tickets as to all appropriate regulations that We notify to You.
part of their sponsorship package and who wish to attend the event as a
delegate must complete the appropriate registration form online and pay You shall not commence dismantling or packing product before the end of
the applicable registration fee. the final coffee break on the last day of the event. We will not be held
responsible for any items left behind, including where remaining items are
Finance discarded by Us or any other person.
All prices exclude GST and are quoted in New Zealand Dollars. You hereby waive and abandon any right to claim specific performance of
any obligation of Us now or henceforth.
The total payment must be made in full within thirty (30) working days of the
date of our invoice. Print entitlements
Sponsorship entitlements as set out in the relevant sponsorship prospectus Your logos and/or company/organisation name will be reproduced in the
will not commence until the total payment has been received in full. event colour/s, full colour, or mono, at our discretion. All logos must be at
If the total payment is not received within thirty (30) working days of the least 300 DPI at 100% in EPS (preferred for print) and JPEG (preferred for
date of our invoice, We reserve the right to cancel the application and the website) format.
designated sponsorship/exhibition space may be reassigned. No print or web recognition will be given unless payment terms have been
If You pay by electronic funds transfer or an international cheque You agree met.
to pay any bank charges and must include these in the amount You transfer. No animals
Cancellation No animals are permitted within University of Auckland buildings. Guide
You may only cancel the sponsorship arrangement within the period of five dogs for the visually impaired are the only exception.
(5) days of receiving confirmation from Us. Cancellations may only be made Privacy statement
in writing and must be forwarded to Event Services, The University of
Auckland. In the event of cancellation by You, You agree to pay an Your name and contact information, including electronic address, may be
administration fee of $250. For the avoidance of doubt, if You cancel the used by parties directly related to the event (such as the Principal, other
sponsorship arrangement, We will not be obliged to provide any of the organisers, and approved stakeholders) for related purposes such as
sponsorship entitlements to You, and no refunds of sponsorship will be made promotion, networking, and administration related to this event and future
by Us for cancellations received by Us outside of the above permitted events of this type. You may decide the extent of any personal information
cancellation period. disclosed to Us but Our ability to provide the sponsorship entitlements may
be limited if You withhold requested information.
We have the right to postpone or cancel the event and cancel this
sponsorship agreement and shall not in any circumstances be liable for costs
or losses resulting from such delay or cancellation.APPLICATION FORM
Company/Organisation
Contact Name I/We accept the terms and conditions of undertaking
a sponsorship and or exhibition package.
Billing Address I/We understand that the sponsorship level or
exhibition will be distributed according to
interest and strictly in order of application and
payment.
City Country Signed
Date
Phone Fax
Email
Payment Details
Total to pay $
Package preference requested
I/we would like to take up the following:
$12,000
Platinum Sponsorship
Please send me a tax invoice for direct credit
$8,000 payment
Gold Sponsorship – Conference App
$8,000 I wish to pay with credit card please send me an
Gold Sponsorship – Coffee Cart
invoice and contact me at the listed phone
$6,000 number
Silver Sponsorship
$5,000
Gala Dinner
Please return completed forms to:
$3,500
Conference Satchel
Isobel Adamson
$POA Sponsorship and Exhibition Manager
Break sponsor
Event Services – The University of Auckland
$3,500 Email: polychar2023@auckland.ac.nz
Gift: Keep cup or Water Bottle
$1,500
Phone Charging Station
$1,000
Plenary Speaker Sponsor
$500
Conference Supporter
$3,000
Exhibition Stand
All prices exclude GST and are quoted in New Zealand Dollars.You can also read
