EXHIBITION & SPONSORSHIP PACKAGES
International Association of Athletic Administrators & Coaches
“Pay it Forward: What we do Matters"
October 4-7, 2018
Bangkok, Thailand
Kirby Boychuk - Chief Executive Officer
International Association of Athletic Administrators & Coaches
Conference Site: Westin Grande Sukhumvit, 259 Sukhumvit Rd, Khlong Toei, Bangkok 10110, Thailand
Tel: +7-903-225-4755
Email: [email protected]
Exhibition & Sponsorship Opportunities
- International Association of Athletic Administrators and Coaches (IAAAC) has been established as the major international event for the field of international school sport educators.
- Under the theme “Designing the Future of Educational Athletics” the organising committee are committing to explore new paths for innovation, present research and development results, exchange information on new strategies, facility usage, uniform designs, cultural building, facilities and equipment, and technical advancement in their specific areas.
- We are delighted to be able to offer commercial opportunities to companies with business links in athletics and we hope that you will be able to select a package to suit your business needs.
Who will attend?
- The attendee’s come from international school that are found in every country and capital city in the world. We have over 1200 members from 81 countries. We have limited registration and have set the limit to 150 attendees. We are the only conference for international Athletic Directors, Aquatic Directors, Coaches, PE Teachers and Outdoor Educators . Over the past years we have had the following groups of people in attendance:
- Athletic Directors
- Activity Directors
- Sport Coaches (for international schools)
- Physical Education Teachers (Department Heads, Teachers, etc)
- Aquatics Directors (Swim team coaches, swim teachers, etc)
- Outdoor Educators
- IAAAC member schools - have an average of 8 different sport programs, at 5 different age levels/genders, with teams traveling internationally 24 times a school year
- Purchasing power - international school athletic/aquatics programs have an average annual budget of $250,000 - $500,000 US depending on the school size and focus on sport
- Uniform Cycles - replace uniforms annually or in cycles at an annual cost of $25,000 - $75,000+ US
- Update Equipment/facilities - 8x more frequent than public schools
- Airline travel - an international school that supports 6-8 sports teams will spend over $120,000 on travel
Who should Exhibit?
- Equipment and software suppliers to the sport industry, uniform supplier, sport equipment suppliers, school spirit suppliers,
- Venue addresses:
- Westin Grande Sukhumvit/NIST, 259 Sukhumvit Rd, Khlong Toei/36 Sukhumvit, Soi 15, Wattana, Klongtoey-nua, Bangkok, Thailand, 10110
- You can view the venues website by clicking here and here
Platinum Sponsor – US$ 12,000
- Company acknowledgement on all official conference support signs, programme, conference website and on all marketing collateral including enhanced logo on the conference holding slide
- Complimentary registration for 5 delegates
- Complimentary table top exhibition
- One set of promotional materials included in registration material
- Your logo on all delegate badges
- A complimentary full page advertisement in the programme booklet
- After the event “Thank you email” to all attendees with company logo
- Option to brand specific portions of the meeting, including 3 of the following*:
- Welcome reception • Refreshment break • Lunch break
- Conference bags • Gala dinner • Lanyards• Conference T shirt
Gold Sponsor – US$ 8,000
- Company acknowledgement on all official conference support signs, programme and on all marketing collateral including enhanced logo on the conference holding slide
- Special recognition on the conference website
- Complimentary registration for 4 delegates
- Complimentary table top exhibition
- One set of promotional materials included in registration material
- A complimentary full page advertisement in the programme booklet
- Option to brand specific portions of the meeting, including 2 of the following*:
- Welcome reception • Refreshment break • Lunch break
- Conference bags • Lanyards
Silver Sponsor – $ 6,000
- Company acknowledgement on all official conference support signs, programme and on all marketing collateral including enhanced logo on the conference holding slide
- Special recognition on the conference website
- Complimentary registration for 3 delegates
- Complimentary table top exhibition
- One set of promotional materials included in registration material
- Option to brand specific portions of the meeting, including 1 of the following*:
- Refreshment break • Lunch break • Conference bags
Exhibition
- The exhibition will be located in the which is where the welcome reception, refreshments and the posters will be and so there will be plenty of opportunity for you to interact with the delegates. Each booth will have access to power.
- All exhibitors and sponsors will receive the following with additional advantages dependant on the level of exhibition and sponsorship package:
- Web and programme listing – Exhibitors and sponsors will be listed in advance on the conference website www.i3ac.com and in the program booklet provided to all attendees.
- Your Company logo on the holding slide on the conference platform together with other sponsors and exhibitors.
- A delegate list including the delegate name and company will be emailed to exhibitors and sponsors 2 weeks before the conference.
- Includes daytime catering for 1 ‘exhibition only’ personnel and reduced rate (academic rate) delegate place for a member of your company).
- To include:
- 1 x 6ft clothed table top
- 2 x chairs
- Power supply
- 1 x wifi access
- Day time catering for 1 stand personnel
- Conference attendance at academic rate - limited to 1 delegate, thereafter at full rate
- Conference program
- Invitation to the welcome reception for stand personnel
- Exhibitor catering - refreshments and lunch will be made available to all exhibitors 20 minutes ahead of the scheduled conference breaks.
SET UP: Thursday, October 4, 2018, setup time TBC
BREAK DOWN: Sunday, October 7, 2018 after the last refreshment break
ROOM LAYOUT: Exhibition booths will be arranged in alphabetical order
SHIPMENT DETAILS: All details in regards to the shipment will be sent to exhibitors closer to the time of the conference at their expense
INSURANCE: Your booking does not cover insurance which should be arranged separately. Please be aware that you will be asked for a copy of your public liability insurance certificate by the event organizers closer to the time of the conference.
Individual Sponsorship Packages
All exhibitors and sponsors will receive the following;-
- Web and programme listing – Exhibitors and sponsors will be listed in advance on the conference website www.i3ac.com and in the program booklet provided to all attendees.
- Your Company logo on the holding slide on the conference platform together with other sponsors and exhibitors.
- A delegate list including the delegate name and company will be emailed to exhibitors and sponsors 2 weeks before the conference.
Conference Bag - US$ 4,500
The official conference bag is presented to every delegate and powerfully associates the sponsor’s name to the conference. Each bag has been designed to hold the delegate’s personal items and stationery.
As the conference bag sponsor your will have:
- Your company logo together with the conference logo and the platinum sponsor’s logo on the conference bag given to each delegate
- Opportunity to include one item of promotional material within the bag
Welcome Cocktail Reception - US$ 4,500 (Date: Friday, October 5)
The welcome reception on the first night of the conference is one of the major highlights and is an excellent networking opportunity for you as a sponsor and the delegates.
- On site signage at the entrance and at all catering points
- Display area and table within the welcome reception area for the duration of the reception for you to promote your products and to act as a meeting point for your guests
- Branded invitation cards which will be included in every delegate bag
- 1 free full conference delegate place
Conference T Shirt - US$ 4,000
This booking entitles you to:
- Your logo or name on the arm sleeve of the white T shirt along with the conference logo to be given to every delegate
General Information Notice Board - US$ 500
The Information Board is located in a highly prominent area of the conference reception area, and delegates visit it regularly to catch up with colleagues, find out about new jobs and sign up for events.
- Your company logo/name together with the conference logo on the Header Board
- Display area for a banner next to the notice board
Lanyards - US$ 2,000
The lanyard is worn by delegates and conference administration to clip on their badges when the conference is in session and at the welcome reception. Dependant on your choice of colour, your logo or company name will be highly visible.
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Organizers’ & Ushers Shirts - US$ 2,500
Worn by the conference administration personnel and their team of volunteer student helpers. Your company logo is constantly visible
- Your company logo on the front of the shirt along with the IAAAC logo
- Your company name/ logo on the back of the shirt
Sticky note pad ('Post it' TM note type) - $2,000
The perfect handy item for memos and highlighting areas of special interest if delegates do not want to mark their booklet. Pay a bit more and have extra printed for conference giveaways
- Your logo + the conference logo on the top of the pad & each sheet
- To be included in the bag given to each delegate
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Delegate Bag Insert - US$ 500
- One piece of promotional literature will be included in the bag
Refreshment breaks - US$ 1,500 per break – Number & dates dependent on the program
- On site signage at the entrance and at all catering points
- Display area and table within the refreshment break area for sponsors to place literature or promotional items during the period of the sponsored break
- On site signage at the entrance and at all catering points
- Display area and table within the lunch break area for sponsors to place literature or promotional items during the period of the sponsored break
DEADLINES
31 July 2018
All sponsorship and exhibition packages should be booked
All logos and other materials should be provided
31 August 2018
Inserts for the delegate bag should be sent to NIST International School (labeled IAAAC Conference)
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Terms and Conditions of Booking:
- Acceptance of applications for exhibits or sponsorship is at the discretion of the organizers. Payment must be made in advance of the conference and is non-refundable according to the cancellation terms.
- Invoice terms are 30 days net. You will be provided with confirmation of your booking, and details of shipping co‐ordinates and relevant shipping deadlines will be sent to exhibitors and relevant sponsors closer to the time of the conference.
- Vendor will need to secure a clearing agent in Bangkok to clear any items. Suggest using DHL, FED EX, UPS for any shipping directly to hotel.
- All shipping, customs, transport of product, delays, shall be paid for by the vendor
- If you find it necessary to cancel your exhibition or sponsorship package, please email the Conference Project Lead, Kirby Boychuk
- Cancellation more than 31 days prior to the first open day of the conference – 50% of the total charge as a cancellation penalty.
- Cancellation 31 days or less prior to the first open day of the conference – 100% of the total charge as a cancellation penalty.
- The sponsorship packages are only a guide and we will endeavour to tailor them to suit your objectives if required
Kirby Boychuk
Exhibition & Sponsorship Manager
International Association of Athletic Administrators & Coaches
Westin Grande Sukhumvit, 259 Sukhumvit Rd, Khlong Toei, Bangkok 10110, Thailand
Email: [email protected]