First TradeAnnouncement - South African Arthroplasty Society

FIRST EXHIBITOR / TRADE NOTIFICATION I NOVEMBER 2020

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24-26 March 2021

25th BIENNIAL CONGRESS OF THE SOUTH AFRICAN

ARTHROPLASTY SOCIETY

Century City Conference Centre(CCCC) - Cape Town

First TradeAnnouncement


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Letter from the President:

Dear Valued Trade Partner

As per our last correspondence in September, we have been working hard on the arrangements and planning for the 2021 SAAS biennial congress which will be held at Century City Conference Centre in Cape Town on 24 – 26 March 2021.

The theme of our congress is “Power through Knowledge - A Potpourri of Current Topics in Total Knee and Hip arthroplasty” and while the state of COVID in the country, and the world, is changing on a daily basis, we have decided to proceed with the planning of the congress as a Hybrid Meet-ing. This means that delegates have the option to attend in person at the venue in Cape Town, or virtually online.

For you, our trade partners, we will have the opportunity for you to be onsite, and each onsite stand booking includes with the opportunity to be part of the planned virtual exhibition, which will be available to all delegates.

While many aspects of our planning are still a moving target, and probably will be for the next few months, we are excited to be hosting our own congress once again, and we are dedicated to making the 25th Biennial SAAS Congress as successful and interactive as our previous events and hope that you will join us on our hybrid journey!

SAAS President 2021

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CONGRESS VENUE

DATES & CONGRESS FORMAT

ETHICAL MEDICAL COMPLIANCE

We are pleased to announce that the 2021 congress has already been assessed and is COMPLIANT with the MedTech Europe Code of Ethical Business Practice. Click here to see approval on their website : https://www.ethicalmedtech.eu/medtech-apps/cvs/view-event/EMT22939 ICE Solution the congress organisers are also proud to be a trusted partner of Ethical Medtech.

The congress venue will be the Century City Conference Centre (CCCC)Contact person: Jaco PeacockTelephone: 021 204 8000Email: [email protected]: No 4 Energy Lane, Century City, Cape Townwww.ccconferencecentre.co.za We have chosen a venue that is COVID-19 compliant and all COVID protocols applicable at the time of the congress will be adhered to.

Monday 22 March – Full day Trade Set up day from 08h00 – 24h00 Tuesday 23 March – Full day Trade Set up day 00h00 – 24h00Wednesday 24 March – Event Day 1 – Full day congress and Evening Networking Cocktail Function Thursday 25 March – Event Day 2 – Full day congress and Free EveningFriday 26 March – Event Day 3 – Half day congress & trade breakdown to be complete by 24h00

https://www.ethicalmedtech.eu/medtech-apps/cvs/view-event/EMT22939


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EDUCATIONAL GRANTS

SAAS, together with the trade, have a shared responsibility to secure the future of musculoskeletal care in our country. As strategic partners in this endeavour the following grant opportunities are available for the 2021 Congress:

SUPPORT TOWARDS INTERNATIONAL SPEAKER COSTS The academic program at the SAAS Congress is of utmost importance to the organising committees and attendees. While we do not have confirmation on the ability of international faculty to travel, the costs of hosting them as virtual speakers are equally high, and we request that you take this into account.

DELEGATE ATTENDANCE GRANTS In accordance with the “Medical device code of ethical marketing and business practice” provisions relating to direct sponsorship of healthcare professional attendance at independent medical education events, SAAS will be accepting delegate attendance grants for the 2021 congress.

VAT

SAAS is not VAT registered and thus not VAT is applicable on exhibition and sponsorship costs in this document

ONSITE EXHIBITION STANDS

The onsite exhibition element of the congress will take place in Hall D and the Main foyer of the CCCC. Both these venues are on the same level as the congress venues, and the exhibition will play an integral part in the congress.

There are two options for the purchasing of stands:

1. 3X3M SHELL SCHEME PACKAGES IN HALL D

These stands are recommended for companies which are not building a structure.

The cost of a 3x3m stand is R 51 100.00 and is inclusive of the following:

a. 3 x 3m space b. The venue is already carpetedc. Shell Scheme Walls (as per stand space)d. 1 x Fascia Name (White Fascia Boards with black lettering)e. 1 x 15amp plugf. 1 x Single Lightg. 1 x Conference tableh. 2 x Conference Chairsi. 2 x Trade Badges for the staff manning your stand.


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2. 3X3M SPACE ONLY IN THE FOYER

These stands are recommended for companies which will employ a stand building company to build a large structure on the space.

The cost of a 3x3m floor space is R 48 600.00 and is inclusive of the following:a. 3 x 3m space b. 1 x Trestle tablec. 2 x Conference Chairsd. 2 x Trade badges for the staff manning your stand

THE FOLLOWING SHOULD BE NOTED FOR STANDS IN THE FOYERa. The area is not carpeted, and you will be required to put a protective covering layer down on the tiles before building your stand.b. No electrical supply or lighting is included, and you will be required to order and pay for a DB board from our appointed stand builders.c. The maximum building height is 4m d. When selecting your choice of stand please keep in mind that you will be required to close / seal the back of your stands so as not to negatively affect the stands which may not have a built structure alongside you, and to ensure the aesthetics of the event are not compromised.

e. Exhibitors are responsible for their own set up costs and all stands have to comply with the regulations as set out by the Century City Conference Centre exhibitor guidelines which are attached as a separate document. For stands being constructed, all specifications will need to be submitted to the CCCC for approval. (Jaco Peacock [email protected])


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2020-11-04

ICE Solutions SAAS 2021

Caren CLOETE

CCCC

FOYER & HALLS Jonathan HILES

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STAND BOOKING PROCESS:

1. Please see the trade registration form at the end of this document. You are required to complete these forms and return to Colette Diamond at 10h00 on Thursday 3 December 2020. 2. Exhibitors must include your 1st, 2nd and 3rd choice of stands. All stand requests received at this time will be considered and you will be advised of the stands allocated to you. Every effort will be made to accommodate your request however allocation of stands is at the discretion of the SAAS committee. 3. You will be sent an invoice and payment must be received within 72 hours to confirm your stand space. If payment is not received, your space may be allocated to another company.

VIRTUAL EXHIBITION STANDS

Included in the cost of each onsite exhibition stand, is the opportunity to take part in the virtual exhibition. Upon confirmation of your stand space you will contacted to provide the relevant information required for your virtual exhibition space to be set up.

TRADE BADGES

The cost of a stand includes 2 exhibitor badges. 2 x Additional badges may be purchased per stand. The cost of an additional exhibitor badge is R 6 300.00. An exhibitor badge allows your staff member access of the congress, all tea breaks and lunches, networking cocktails, limited drinks and parking. Daily exhibitor badges may be purchased for a specific day at a cost of R 3 000.00 ex VAT per badge per day. Additional badges can be purchased online with your stand booking, or you can email Colette Diamond on [email protected] your requirements in this regard and you will be invoiced accordingly.


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ELECTRICITY / DB BOARD REQUIREMENTS

The stands in hall D will have one electrical plug point (single phase 15 Amp) and one DB board per every 4 stands. Please do not overload your plug point. Please bring your own extensions and adaptors as these are not available to borrow or buy on site.

The stands in foyer do not come with an electrical connection, please contact GL event to arrange your electricity as required.

GL EVENTSCAREN CLOETETel: +27 (021 526 3200) | Mob: +27 (083 215 8700)[email protected]

COST OF COCKTAILS

On Wednesday 24 March a networking cocktail function will be held in the foyer of the CCCC. The event will commence at the end of the scientific program and will finish at 20h00.

The fee to attend is included if you have a trade badge. Should you wish to have additional staff attend which do not have a badge, please contact Colette on [email protected]

SPONSORSHIP OPPORTUNITIES AVAILABLE

There are a number of additional sponsorship options available for the congress, please contact Colette Diamond on [email protected] to reserve the options you would like. These opportunities can be reserved as soon as this document goes out, and you do not have to wait until 3 December to book. These will be allocated on a first come first serve basis. THIS IS A FANTASTIC OPPORTUNITY FOR YOUR COMPANY/ORGANIZATION TO:

• Increase brand loyalty

• Strengthen brand image

• Create company or product awareness and visibility

• Drive retail traffic or sales

• Highlight community responsibility and /oR corporate social

responsibility

• Build new and deeper community networks

• Enhance company credibility and educating ouR delegates about

your products and services

• Target a niche market


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SPONSORSHIP OPPORTUNITY NUMBER AVAILABLE COSTAdvert in delegate announcement Unlimited R 3 750.00Networking cocktail event 1 Please contact ICE Name badge & lanyard sponsorship 1 R 6 500.00Branding of registration area 1 R 30 000.00Branding of congress venue and lectern 1 R 25 000.00Visual advert in congress venue Unlimited R 4 000.00Printing of the quick reference program 1 R 2 500.00Congress Bags 1 R 0.00Promotional flyers in congress bags Unlimited R 2 500.00Branded note pads and pens in congress bags Unlimited R 1 500.00USB Memory stick with abstracts 1 R 1 500.00Mobi App 1 R 50 000.00Sponsorship of online registration 1 R 2 500.00Speaker prep room 1 R 1 500.00Masks 1 R 1 500.00Hand sanitising units 1 R 1 500.00Hand sanitising bottles per delegate 1 R 1 500.00Social distancing floor decals 1 R 1 500.00Sponsored video adverts Unlimited R 3 000.00Online sponsorship opportunities 3 (1 per day) R 25 000.00Directional Signage 1 R 10 000.00

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ADVERT IN DELEGATE ANNOUNCEMENT

• Exhibitors may place adverts in the 3 delegate announcements which are emailed in a PDF format to the delegates.

• Advert specifications: A4 portait I 300 dpi jpeg or pdf I 3mm bleed I 20mm safe area

NETWORKING COCKTAIL EVENT

The opening networking cocktail party will be held in the foyer of the CCCC on Wednesday 24 March 2021. Please contact ICE Solution if you are interested in sponsoring this event.

NAME BADGE & LANYARD SPONSORSHIP

• Name badges are worn by all delegates and accompanying persons. • The name badge will include your company logo, name and surname of delegate and all badges are

colour coded to differentiate between categories of delegates.• Sponsoring the lanyards, provides you with 100% certainty than your company name will be seen and

remembered by every visitor.• Each delegate will wear the name badge with your lanyard around their neck for the duration of the

event, making your company name and brand top-of-mind – for all congress attendees.


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• Name badges are worn by all delegates and accompanying persons. • The name badge will include your company logo, name and

surname of delegate and all badges are colour coded to differentiate between categories of delegates.

• Sponsoring the lanyards, provides you with 100% certainty than your company name will be seen and remembered by every visitor.

• Each delegate will wear the name badge with your lanyard around their neck for the duration of the event, making your company name and brand top-of-mind – for all congress attendees.

• As name badges are printed single sided lanyards are required to have 2 hooks to ensure that name badges do not flip over

• The sponsorships cost above does not include the costs of the lanyards. You will be responsible for the procurement and costs of the 300 lanyards, and plastic sleeves

• It is the sponsors responsibility to deliver the lanyards to the venue on a specified date

BRANDING OF REGISTRATION AREA

• This is a branding opportunity of the registration desk, which is the first point of contact when delegates enter the congress venue.

• The sponsor logo will be on the footer of the registration desks, and you may place a pull up banner at either side of the desk.

• The header board will have the SASA logo and registration signage

• The sponsor will be required to provide the graphics in the required format.

• The cost of the infrastructure is included in the quoted cost


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BRANDING OF CONGRESS VENUE AND LECTERN

• Your logo will be placed on the plasma lectern for the duration of the congress

• You will be allowed to place 1 banner at the entrance to the venue.

- Branding to be provided by sponsor – will consist of a self-standing vertical banner (maximum height 2m).• You will be allowed to place 1 banner at either side of the

speakers’ platform / stage. - Branding to be provided by sponsor – will consist of 2 x self-standing vertical banners (maximum height 2m).

VISUAL ADVERT IN CONGRESS VENUE

• The sponsor will be able to place a visual advert or announcement on the main screen in the plenary venue.

• This is limited to one static slide.• This will be shown prior to tea breaks and lunch breaks and when

delegates leave and return to the venue.• This option does not provide exclusivity to one sponsor. All sponsor

adverts will be shown at various times throughout the congress.

PRINTING OF THE QUICK REFERENCE PROGRAM

• You will be required to print 400 copies of the academic program at a glance

• The cost of the design and printing is for the sponsors account, and you may brand the program with your logo and adverts

• The programme will be provided to you in Excel and you will be required to have it designed and printed.

• Specification and approval of design will be required by the organising committee.

• The sponsor will be responsible for delivering the programme to the venue on a stipulated date.


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CONGRESS BAGS

a. A minimum of 300 delegate bags are to be supplied by the sponsor.b. All bags are subject to the approval of the organising committeec. The sponsor will be responsible for delivering the bags to the congress venue on a stipulated date.

BRANDED NOTE PADS AND PENS IN CONGRESS BAGS

a. The opportunity to place a note pad and pen, with your company branding in the conference bag for all delegates i. A minimum of 300 notepads and pens are to be required ii. One opportunity availableb. The sponsor will be responsible for delivering the items to the congress venue on a stipulated date.

PROMOTIONAL FLYERS IN CONGRESS BAGS

• Promotional literature can be placed in the Congress bags. A4 or A5 flyers or memory sticks may be placed in the bags – all this material needs to be delivered to the venue on a specified date.

• 300 units of each item will be required.

USB MEMORY STICK WITH ABSTRACTS

a. This is an excellent opportunity to attract delegates to your stand. Each delegate will be given a voucher at registration to collect the USB from your stand.b. The sponsor will be responsible to provide a minimum of 300 memory sticks.c. The sponsor will be responsible for supplying the vouchers will be handed out at the registration desk d. It will be the responsibility of the sponsor to have the abstract book (less than 4 gigs)copied onto the memory sticks.e. Items are subject to organising committee approval.


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MOBI APP

The mobi app will be accessible on all devices and this site will have the most up to date congress information/ programme available, and any new information will be loaded on the site. All congress delegates will be sent the link to the mobi website for quick congress access.

SPEAKER PREP ROOM

• You will be allowed to put up 2 banners at the entrance to the speaker prep room which is located on level 1 of the CCCC.

• Your logo will be used as the screen savers on the PC’s where speakers load their presentations.

SPONSORSHIP OF ONLINE REGISTRATION

• a. All delegates will click on a registration to do their online registration.

• b. Your logo will be displayed at the bottom of the page

MASKS OR BUFFS

• The sponsor will have the opportunity to provide all onsite guests and staff a branded mask or buff.

• Masks should comply with COVID-19 specifications as provided by the World Health Organisation

• A minimum of 300 units will be required• The sponsor will be required to deliver these items to the venue on a

specific date.

*** It is noted that it is up to each guest if they choose to wear the sponsored mask and organisers cannot prevent guests from wearing their own masks ***


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HAND SANITISING UNITS

SOCIAL DISTANCING FLOOR DECALS

• The Sponsor would provide 100 printed Vinyl Floor decals which will be used at registration and food stations

• These should be branded with your logo and the SAAS Logo

• The sponsor will be required to set these up and remove them on specific dates, in conjunction with the venue

HAND SANITISING UNITS HAND SANITISING BOTTLES PER DELEGATE

• The sponsor would provide mini bottles of branded hand sanitizer which will be placed in the congress bags.

• A minimum of 250 units will be required• The sponsor will be required to deliver

these to the venue on a specified date

• While the venue does provide hand sanitising units as prescribed by COVID-19 compliance regulations, this is an opportunity for the sponsor to provide additional free-standing units for the duration of the event.

• The sponsor will be responsible for delivery and set up as of the units, as well as the replenishment of the sanitiser for the duration of the event.


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ONLINE SPONSORSHIP OPPORTUNITIES

• This is an opportunity to sponsor a specific day of the congress either in the plenary or

• parallel venues.• Your branding will be on the online screens for delegates who

are attending virtually (not in person venue) to see• Please see graphic below as an example of the branding

opportunity.• The sponsor will be required to provide a maximum of 3 high

resolution static .png files

SPONSORED VIDEO ADVERTS

• Get exposure for your products by sponsoring an advert on the screens in the venue

• This is an opportunity for your 30 second advert to be played to all guests (in-person and online).

- For online: As delegates log into the session this advert will be played before the session starts, during teatime & lunchtimes - For in-person: The advert will be played on the screens in the venue• The sponsor will be required to provide the advert in a Power

Point format or MP4• Should you wish to provide one static image – this will need to be

provided as a high resolution .png format.• Your advert will be played once


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ACCOMMODATION Group Rates have been negotiated with hotels in the area, but delegates will need to make their own accommodation arrangements directly with these hotels and will be liable for timeous payments to the properties.

LOCATION: ONSITEWEBSITE: WWW.CCHOTEL.CO.ZABOOKING REF AND LINK: SAAS 2021 CONGRESS

LOCATION: 5-7 MINUTE WALKWEBSITE: MARRIOTTHOTELS.COMBOOKING REF AND LINK: SAAS 2021

PLEASE NOTERates are subject to availability I Release dates applyDepending on when you book, you may find a better rate online – cancellation and T&C’s will differ from Congress rates

CENTURY CITY HOTEL CAPE TOWN MARRIOTT HOTEL CRYSTAL TOWERS

Contact person: Jaco PeacockTel: +27 21 204 8000Email: [email protected]

RATES:R2175 single per room per night and R2475 sharing per room per nightIncludes breakfast includes VAT and excludes tourism levy

Release dates apply

Contact person: Stephanie de BeerTel: 021 525 3888 Email: [email protected]

RATES:Superior Single occupancy rate is R2410 per person per night

Sharing R1405 per person per night B&B

Includes breakfast , includes VAT and Excludes Tourism levy

Release dates apply


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SAAS COMMITTEE

PRESIDENTDr Jan de Vos

INCOMING PRESIDENT Dr Lipalo Mokete

SECRETARY Dr Robert Barrow

PAST PRESIDENT Rob McLennan - Smith

SAAS

CHIEF OPERATING OFFICERLEANA FOURIE+ 27 83 391 [email protected]

CONGRESS ORGANISERS

ICE SOLUTIONwww.icesolution.co.za

COLETTE DIAMONDTrade & Sponsorships, Venue+27 83 788 [email protected]

JUANEVA DU PLESSISDelegate Enquiries+27 81 216 [email protected]

TRACEY WHITTLETechnical & Speaker Management, OverallCoordination+27 82 444 [email protected]

SAM BELCHERProgramme, Accommodation+27 83 661 [email protected]

COMPANY NAME :

SURNAME :

FIRST NAME :

POSTAL ADDRESS :

SUBURB :

CITY :

PROVINCE / STATE :

COUNTRY : AREA CODE / ZIP CODE :

VAT NUMBER :

COMPANY PURCHASE ORDER NUMBER :

CONTACT TEL NO: (Country code) (Area Code) (Tel Number)

MOBILE / CELL NO:

E-MAIL :

CONFIRM EMAIL:

SUB TOTAL - SECTION A

COST

R 51 100 or R 48 600

3 x 3

STAND SIZE

The cost of each stand includes 2 stand personnel, registration, meals where indicated, limited drinks and access to congress presentations.

STAND NO'S COST TOTAL

R 51 100 or R 48 600

EXHIBITOR DETAILS

TOTAL3 x 3 R 51 100 or R 48 600

Century City Conference CentreCape Town, South Africa24 - 26 March 2021

QUANTITY STAND SIZE STAND NO'S TOTAL

3 x 3

SAAS IS NOT REGISTERED FOR VAT

SECTION 1 - EXHIBITION STANDS

EXHIBITOR / SPONSOR REGISTRATION FORM

QUANTITY

25th Biennial Congress of the South African Arthroplasty Society

EXHIBITION STAND 1ST OPTION

Stands 1 - 17 in hall D are 3 x 3 m in size inclusive of a shell scheme package (Carpets / Shell Scheme Walls/ Fascia Name / 1 x 15 Amp Plugs / 1 x Single Light / 1 x Conference Table / 2 x Chairs) These stands cost R 51 100 per 9 sqm stand

Stands 18 - 39 in the foyer are 3x3m in size and sold as space only. No structure, carpets, or electrics are included. These stands cost R 48 600 per 9sqm stand.

EXHIBITION STAND 2ND OPTION

EXHIBITION STAND 3RD OPTION

QUANTITY STAND SIZE STAND NO'S COST

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Branding of congress venue and lectern 25 000,00R

REGISTRATION & NAME BADGES

ADDITIONAL STAND PERSONNEL

-R

COST TOTALITEM NUMBER

Networking cocktail event TBC

Name badge & lanyard sponsorship 6 500,00R

Branding of registration area 30 000,00R

Full conference (24 - 26 March 2021)

TOTAL COST ITEM

3 750,00R

SECTION B - ADDITIONAL STAND PERSONNEL

COST TOTAL

Wed 24 March

Thur 25 March

Fri 26 March

3 000,00R

3 000,00R

3 000,00R

Daily badges @ R 3000.00 per badge per day (please indicate number required per day below)

6 300,00R

2 x personnel are included per stand (and only 2 extra trade badges may be purchased per stand)Additional stand personnel cost includes: registration, meals during congress hours, limited drinks

ITEM NUMBER

Wed 24 March : Networking CocktailDress Code: Smart CasualPlease note that the cost to attend is included in the cost of an exhibitor badge but please confirm if your staff will attend the cocktails

SUB TOTAL - SECTION C

TOTAL OF SECTION A & B & C

SOCIAL PROGRAMME TICKETS

SUB TOTAL - SECTION B

SECTION C - OTHER SPONSORSHIP OPPORTUNITIES

Please consult the second trade announcements for the details about each sponsorship

Advert in delegate announcement

Visual advert in congress venue 4 000,00R

Printing of the quick reference program 2 500,00R

Congress Bags -R

Promotional Flyers in congress bags 2 500,00R

Branded note pads and pens in congress bags 1 500,00R

USB Memory stick with abstracts 1 500,00R

Mobi App 50 000,00R

Sponsorship of online registration 2 500,00R

Speaker Prep Room 1 500,00R

Masks 1 500,00R

Hand Sanitising Units 1 500,00R

Hand Sanitising bottles per delegate 1 500,00R

Direcional Signage 10 000,00R

Social distancintg floor decals 1 500,00R

Sponsored Video Ads 3 000,00R

Onine Sponosorship Opportunities (per day) 25 000,00R

Yes No

Please specify

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LIABILITY WAIVER

In consideration of my registration for this programme, I intend to be legally bound, herby on behalf of myself, my executors, heirs and assigns, waive and release SAAS and any and all sponsors and their representatives, successors and assigns from any and all rights and claims for damages I have arising out of injuries, illness and / or death. I represent and warrant that I am physically and mentally fit and that, as a result, able to participate, and I do hereby assume all responsibility fo my own well being.

DISABILITY

PLEASE INDICATE IF, UNDER THE SA DISABILITY ACT, YOU REQUIRE SPECIFIC AIDS OR DEVICES TO FULLY PARTICIPATE IN THIS CONGRESS:

Accepted by : (insert name)

Date:

Please note that your stand booking can not be accepted if you do not accept the disclaimer below.

I, the undersigned _________________________________________ duly authorise hereto, acknowledge on behalf of (Company)______________________________________participating in the Trade Exhibition to be held at the CCCC,

that the owners and management of CCCC or the SAAS committee and association or the Congress Organisers will not

accept liability for loss or damage to anything or for any other misfortune howsoever caused during the course of the aforesaid Trade

Exhibition.

Please pay by EFT into the following bank account

Banking Details:

Name: South African Arthroplasty Society Bank : First National Bank (FNB), BrandwagBranch Code: 230-534Account number: 58820048437SWIFT CODE: FIRNZAJJ

Please ensure that your payment clearly indicates the company in whose favour it is made.

Your registration and stand allocation can only be confirmed on receipt of proof of payment.

Cancellation Policy: No Refunds

Contact: Colette at ICE Solution | +27 83 788 0010 | [email protected]

NOTES

SECTION F - DISCLAIMER OF LIABILITY

SECTION D - GENERAL

First TradeAnnouncement - South African Arthroplasty Society

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Transcript of First TradeAnnouncement - South African Arthroplasty Society