Online ASM Sponsorship Manual (OLD)

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What does an online exhibition look like?

For the 2020 ASM we will be using a platform called OnAIR by EventsAIR. Just like a traditional exhibition at a face to face meeting, attendees can visit the virtual exhibition hall and engage with exhibitors. Attendees can view exhibitor information, download brochures, and when the exhibition is open, engage in instant meetings with exhibitors. OnAIR is a fully integrated and secure platform optimised for fully virtual events as well as hybrid events.

Click the image below to view the information document

What you need to participate

In order to participate as an online exhibitor at the ASM and make the most of the exhibition opportunities available, each of your exhibiting staff members will need access to a device (laptop, desktop, phone, tablet etc…), internet, a webcam and a microphone.

For best user experience, we recommend using Google Chrome 2010+.

Online Exhibition Booth Inclusions

Inclusions will differ for each exhibitor depending on their level of sponsorship. Standard inclusions for each exhibitor listing include:

  • 50 – 200 word company profile
  • 1 x company logo (JPEG preferred PNG accepted)
  • 1 x website hyperlink available for delegates
  • Access to lead management software
  • One-to-one video conference meetings with delegates
  • Access to the Meeting Hub to connect with delegates via video call, messaging and live chat

Exhibition Listings

Sponsors and exhibitors will be listed in the portal in order of sponsorship level followed by alphabetical order.

Exhibition Opening Times

The exhibition lounge will be open to at all times throughout the ASM once the portal is open. Dedicated exhibition breaks will be programmed throughout the meeting for delegates to engage with sponsors. During these times you are strongly encouraged to be online and ‘at your stand’ to be available for meetings with delegates.  You can also schedule meetings with attendees outside these breaks.

The exhibition breaks have been scheduled for the following times^*:

Nephrology & Transplantation Update Course Exhibition (Theme Sponsors only)

  • Saturday: 1130-1200
  • Sunday: 1130-1200

Annual Scientific Meeting Exhibition

  • Monday: 1300-1400
  • Tuesday: 1235-1330
  • Wednesday: 1130-1230, 1500-1530

^Exhibition breaks are subject to change before the ASM.
*Listing times are subject to relevant exhibition inclusions only and all times listed above may not be applicable to all packages. 

FAQs

Click here to view FAQs about the Online ASM. Please contact Conference Design if you have a question that has not been addressed.

Representatives

Anyone from your Organisation attending the ASM must register with Conference Design before the meeting. An individual ASM registration will be required to access the online meeting and exhibition areas. Please check your sponsorship or exhibition inclusions to confirm the number of inclusive registrations available. Additional registrations can be purchased for $200 each which includes access to the full ASM and networking sessions.

Your Contact Person

When booking please appoint a single point of contact within your Organisation. All bookings will be recorded under the one name and all correspondence will be sent to this person.

ASM Manager

Please contact Anna Patterson at Conference Design to discuss supporting the Meeting or to make amendment to your current package.

Giveaways

ANZSN supports the ethical codes of conduct on interactions with healthcare professionals including, but not limited to, Advanced Medical Technology Association (AdvaMed) Code of Ethics on Interaction with Healthcare Professionals; the American Medical Association (AMA) Gifts to Physicians from Industry Ethical Opinion 8.0611; The Pharmaceutical Research and Manufacturers of America (PhRMA) Code on Interactions with Healthcare Professionals; and other ethical guidelines and standards that describe the appropriate relationships between physicians and industry. ANZSN refers exhibitors to these guidelines and expects all exhibitors at the ANZSN ASM 2020 to be in compliance.

Advertising Formats & Specifications

Please send all advertising materials to ASM Coordinator, Amelia Griggs (amelia@conferencedesign.com.au) before the due date listed below.

If you have any questions regarding your package or inclusions please do not hesitate to contact Amelia.

ALL SPONSORS & EXHIBITORS

Your logo should be a high resolution JPEG image, no less than 250 KB in size. PNG or TIFF also acceptable.  Your logo will be used on the website, meeting app and event portal.  Where included in your package, it will also be used on marketing materials promoting the event to our mailing lists.

A high resolution and large size logo should be supplied to Conference Design for use on the website, marketing material (if applicable), the online meeting portal and attendee app. Logos will be resized to the required specifications for each platform. Logos will be displayed in the online meeting portal and attendee app in a square or horizontal format. Stacked logos are not recommended to ensure optimal fit on all display platforms.

Optimal logo sizes for the online meeting platform are 500px X 175px

Upload during the exhibition/sponsorship booking process or email to Amelia Griggs. The earlier we receive your logo the longer exposure your organisation will receive.

  • Sponsors – 200 word profile.
  • Society Sponsors have the opportunity to provide an additional 500 word profile to be displayed in the online meeting portal and attendee app
  • Exhibitors – 50 word profile

Include contact details, website link and any social media handles you wish to promote so delegates can connect with your organisation. The profile will be displayed in the online meeting portal, delegate app and on the website.

Upload during the exhibition/sponsorship booking process or email to Amelia Griggs. The earlier the longer exposure your organisation will receive.

The website hyperlink supplied will be linked to your logo on the ASM website and displayed on your exhibition listing in the online meeting portal and app. The hyperlink supplied is up to you and the link title can be customised up to 5 words. It can be a link to your company’s website, to a specific product page, to a marketing campaign or a video, it is entirely up to you!

The ‘Lead Management’ function of the online ASM platform enables sponsors to connect and exchange contact information with delegates, in the digital environment also called ‘lead capture’.

The Lead Capture is enabled only when staff engage in a live chat or live video meeting through their virtual booth with an attendee. 

Prior to the ASM you can create a list of customised questions through the exhibition portal that you wish for your staff to ask delegates during the online ASM.  This will serve as a template for use for your representatives to collect the delegates responses.  The information captured through Lead Management can be used for marketing and follow-up post-event.

Once a ‘lead capture’ is complete in the system, an email is automatically dispatched your organisations main contact with the answers and participating delegates information (name, position, organisation & email address). Delegates will also receive a separate email to say ‘thank you for meeting with us/visiting our display’ (custom text to be supplied by exhibitor).

Please contact Amelia Griggs if you have any questions regarding the set-up of lead management.

Log into the exhibition portal here:

ASM Exhibition Portal – cdesign.eventsair.com/2020-anzsnasm/exhibition-portal
Update Course Exhibition Portal – cdesign.eventsair.com/2020-anzsnasm/update-course

Set up should be finalised prior 28 November. 

Sponsor registrations include access to the full ASM. Additional registrations can be purchased for $200 each. Each registration will have an individual login for the portal so registrations cannot be shared amongst colleagues.  To register your staff and purchase additional registrations please log in to the exhibition portal. The exhibition break times are listed on page 2. We strongly recommend your representatives are online during these times as this is when attendees will be encouraged to visit your stand.

Ensure each staff member registered includes a photo and short profile so delegates can see who they are.

Log into the exhibition portal here:

ASM Exhibition Portal – cdesign.eventsair.com/2020-anzsnasm/exhibition-portal
Update Course Exhibition Portal – cdesign.eventsair.com/2020-anzsnasm/update-course

We recommend you register your staff as soon as possible so they receive all applicable communications regarding the ASM and using the online portal.

APPLICABLE SPONSORS ONLY

A 1-minute video to be played in one of the plenary keynote sessions (before or after an international keynote for maximum exposure). This video should not be commercial in nature, more reflective of your organisation’s community engagement and response in these tough times (for example).  Council would need to approve the video before adding to the program.  Available to Platinum Partners only.

Specifications:
Maximum size of 20MB
MP4 file preferred

DUE: Friday 16 October 2020

This static advertisement will be displayed for 10 seconds, at the beginning of the first session in the theme you are sponsoring. Available to Nephrology & Transplantation Update Course Sponsors Only.

Specifications:
High-resolution JPEG image
Landscape orientation (16:9 ratio)

DUE: Friday 16 October 2020

This is a 10-second promotional video which will be shown before or after the ‘Getting to know the ASM Portal’ introduction. The video should be a maximum of 10 seconds in length. Any videos exceeding this time will be rejected. We recommend creating a short promotional video – be creative!  Available to Platinum Partners only.

Specifications:
Maximum size of 20MB
MP4 file preferred

DUE: Friday 16 October 2020

The custom banner will be displayed at the top of the meeting portal on rotation with 4 other banners, see below for placement. Your logo will be displayed on a joint partners banner, so we encourage you to be creative with your custom banner. Each banner graphic can be linked to an individual hyperlink. Please send this additional hyperlink to Amelia Griggs  with the banner. If no hyperlink is supplied, the banner will be linked to the organisation’s website.  Available to Platinum Partners and Update Course Theme Sponsors only.

Specifications:

  • Graphic – 870px Wide X 155px High, high resolution JPEG

DUE: Friday 16 October 

The digital content piece will be accessible through the resource hub section of your exhibition listing in the online meeting portal.  Digital content pieces can be URL links or PDF documents. The URL links can be linked to any content including videos, websites, webinars, surveys, etc… be creative with your content to stand out from the other sponsors!

Specifications:

  • PDF Document
    • High resolution
    • 1MB per document
    • Will be uploaded ‘as received’
  • URL Link
    • Will be linked ‘as received’
    • Custom link name to be provided max 5 words

DUE: Monday 2 November 2020

Your half page advertisement will be sent our with an ASM Promotional email in the lead up to the meeting. Available to Platinum Partners only.

The content piece will be:

  • High resolution, colour JPEG image
  • Portrait orientation, 850px X 1000px
  • No bleed and no crop marks
  • Images will be uploaded ‘as received’

Please contact Amelia Griggs to discuss the campaign your advert will be included in and the date of circulation.

The on-demand pre-recorded webinars will be available for delegates to view 1 week prior (excluding the 2 day Update Course) to the summit. Webinar sessions will be available for delegates to view in your exhibition booth. Webinars will be limited to 30 minutes only and will be rejected if the length exceeds this time.

The file should be supplied to Conference Design as an MP4 file or URL link.

Due Date: Friday 16 October 2020

An online game will be run throughout the ASM with delegates receiving points for participating in varies activities such as joining a networking session, visiting ANZSN Partner booths and engaging in meetings with the ASM Partners.  The guidelines and rules will be outlined closer to the ASM and the prize will be awarded to the winner/s of the game. If the opportunity is taken on by a sponsor, the prize supplied by the sponsor can be whatever they wish as long as it does not compromise the Advanced Medical Technology Association (AdvaMed) Code of Ethics. The sponsor will be responsible for the cost of the prize and shipping to the winning delegate.  When the winner is announced special mention to the sponsor that donated the prize will be made.

Please contact Amelia Griggs  to secure your commitment to the online game prize.

Push notification are short “alerts/adverts” that will be sent via the online platform and the delegate app.  The body text for a push notification message should be no more than 30 words and a heading no more than 10 words.

DUE: Friday 30 October 2020

The promotional Tweets will be sent out via the ANZSN ASM (@ANZSNasm) twitter account in the lead up to the ASM. Tweets supplied should be no larger than 200 characters each.

DUE: At your earliest convenience. The sooner content is provided, the more exposure opportunities available. 

Trivia questions will be included in the Online game for the ASM. Each sponsor will have the opportunity to supply 1x question to be included. We recommend the question be something that the delegate will have to contact you about rather than a general knowledge question.

DUE: Friday 16 October 2020

Registrations

  • Additional exhibitor staff registration (3 days) including access to sessions $200 EACH

Content pieces

  • Additional content piece available through your online stand $200 EACH

Hyperlink

  • Additional hyperlink widget available through your online stand $100 EACH

On-Demand Video

  • On-Demand Video available through your online stand $300 EACH

 

Please contact Amelia Griggs to organise an add-on.

Terms and Conditions for Sponsors and Exhibitors

Bookings & Payments

Acceptance of Terms and Conditions
Conference Design Pty Ltd, members of the Organising Committee and the Host Organisation are collectively referred to as The Organisers.

The Organisation listed on the sponsorship and exhibition application will be referred to as your Organisation or collectively as sponsors and exhibitors.

By returning a Sponsorship and Exhibition Booking Form you are accepting these terms and conditions.

Acceptance of Applications
Conference Design will issue a Tax Invoice once a Sponsorship and Exhibition application has been accepted.

Any advertising is not an offer capable of acceptance. The Organisers reserve the right to decline any sponsorship and exhibition application.

GST and AUD
All costs are inclusive of GST and listed in Australian Dollars.

Payments
Payment is required within 14 days of us issuing your Tax Invoice to confirm your application.

Sponsorship and exhibition entitlements, do not commence until payment has been received.

Cancellation of Sponsorship and Exhibition Bookings
Once a sponsorship and exhibition application has been accepted all payments are non-refundable. If you are no longer able to attend the conference please contact Conference Design to discuss your participation.

Cancellation or Postponement of the Conference
The Organisers do not accept any liability for losses incurred if the conference is cancelled or postponed due to an event that renders proceedings with the meeting inadvisable, illegal, impracticable or impossible.

If the conference is cancelled or postponed refunds will not be issued but available funds will be credited towards the rescheduled conference.

An unforeseen event could include, but is not limited to, an infectious disease outbreak; industrial disruptions; service provider failures; governmental restrictions or regulations; war or apparent act of war; terrorism or apparent act of terrorism; disaster; civil disorder, disturbance, and/or riots; curtailment, suspension or restriction on transportation; or any other emergency.

General Information

Disclaimer and Changes
Every effort has been made to present all the information accurately however, no liability is accepted for any inaccuracy and the Organisers reserve the right to change any published information.

The Organisers reserve the right to amend, update or delete sponsorship and exhibition packages.

Correspondence
When booking please appoint a single point of contact within your Organisation. All bookings will be recorded under one name and all correspondence will be sent to this person.

 

During the ASM

Representatives
Anyone from your Organisation wishing to attend the meeting must register with Conference Design before the ASM. Each representative will be sent their own login credentials to access the meeting and exhibition. Registrations are not able to be shared and the unique credentials will only be accepted on one device at a time.

Delegate List
Due to privacy requirements the delegate list will be supplied on the ASM Delegate App at the time of the meeting and will include name, organisation and state.

Interactive Exhibitions
The ASM meeting portal does not support interactive, graphically designed or 3D exhibitions of any type. Exhibitions will be listed in order of sponsorship level and will include a profile, logo, website and if applicable downloadable materials.

Exhibition Opening Times
The exhibition will be open at dedicated times throughout the program. It is expected that at least one representative from your organisation will be available for meetings during this time.

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