Exhibitor Prospectus - International Lactation Consultant Association

ilca.org

Exhibitor Prospectus - International Lactation Consultant Association

International Lactation

Consultant Association

2013 Conference &

Annual Meeting

25-28 July 2013 • Melbourne Convention & Exhibition Centre • Melbourne, Victoria, Australia

www.ILCA.org • info@ilca.org • +1 919 861 5577

INVITATION TO EXHIBIT


Join Us in Australia!

Reach Hundreds of Lactation Professionals at

ILCA’s Annual Conference

The International Lactation Consultant Association invites you to

exhibit at its 2013 Conference and Annual Meeting in Melbourne,

Australia. We expect up to 900 lactation consultants, midwives,

child health nurses, physicians, breastfeeding counsellors,

researchers, pharmacists, nurses, doulas and other health professionals

from around the world will attend this Conference. They

are highly educated lactation professionals who have influence

with expectant and new parents and healthcare organizations.

This is your opportunity to ensure that these professionals become

knowledgeable about your products and services.

Reserve Today!

Reserve your booth space early to ensure high visibility of your

products and services. Exhibit space will be assigned on a firstcome,

first-served basis and every effort will be made to accommodate

your booth preference. Exhibitors who reserve space by

1 June 2013 will be listed in the Final Program. Exhibitor requests

received after 1 June 2013 will be accepted as space allows and

will not be listed in the Final Program. For placement purposes,

requests will be considered only when accompanied by credit

card information or when full payment has been received. Be sure

to book early, as space is limited, and we do fill up quickly!

Trade Exhibitor (Booth) – AUD$1950 / US$2030

➤ One 3m x 3m trade booth with white infill panels and aluminum

frame, 2.4m high

➤ One fascia sign with company name per open side (corner

stands receive 2 signs)

➤ 2x70w metal Halide Enviro lights per 9m stand (power included;

any additional power needed should be purchased directly

through Harry the Hirer)

* Note: Any furniture needed should be ordered directly through

Harry the Hirer.

Trade Exhibitor (Table) – AUD$650 / US$680

Available to non-profit organisations or small businesses

(5 or fewer employees) only

➤ 1 x 180cm x 75cm poly table

➤ 1 x 3m x 2.1m white poly cloth

➤ 1 x 5.5m pleated white skirt (including clips)

➤ 2 black padded conference chairs

All exhibitors will receive:

➤ Contact with international leaders in breastfeeding over

3 full days.

➤ Complimentary electronic delegate list in Excel format

(includes only those delegates who gave permission).

➤ Complimentary company/organisation listing in the

Final Program.

➤ Complimentary catering for 2 per space and 1 for non-profits

or small businesses.

➤ QR codes provided on name badges to capture delegate

information seamlessly.

➤ 15% discount on all full conference registrations purchased.

All exhibitor representatives will receive a name tag with exhibitor

ribbon to permit entrance to the Exhibit Hall. On exhibition

days, exhibitors may enter the Exhibit Hall one-half hour before

opening and exhibitor badges must be worn for entry. Registration

of additional company representatives is available to exhibitors

for additional fees.

Melbourne Convention &

Exhibition Centre

Australia is home to breathtaking landscapes, native plants and

animals, and laid-back locales, setting it far apart from anywhere

else in the world. Melbourne is an exciting city to explore with its

modern architecture and design as well as its unique history. Melbourne

boasts innovative cuisine, galleries, theatres, museums,

boutiques, fashion houses, cafés and bars.

The Melbourne Convention and Exhibition Centre (MCEC) is Australia’s

most versatile convention and exhibition centre. The MCEC

is located in the heart of the new South Wharf which features

one of the most beautiful waterside views in Melbourne. It is set

in the centre of art, entertainment, culture and food. Additional

information about MCEC and parking can be found at http://www.

mcec.com.au/.

Venue – Dimensions Snap Shot

Venue Exhibition Area – Bays 13 & 14

➤ Ceiling Height: 18m

➤ Clear Hanging Height: 11.5m

All vehicles entering the Melbourne Exhibition Centre Loading Dock

will receive a 30 minute unloading permit. The MCEC Loading Dock

is accessible via Normanby Road, Southbank. Load time is limited to

30 minutes and is strictly enforced by parking inspectors.

Written approval from the venue is required to bring in any heavy

or vibrating equipment that might cause damage to the floor or

any part of the Centre.

MCEC Operations Manual/via MCEC weblink: www.mcec.com.au/

plan-an-event/downloads/ Pages 10-15.

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Melbourne Convention and Exhibition Centre

Manuals & Service Order Forms

MCEC Operations Manual – essential reading for those with

custom builds/raw space stands.

MCEC Exhibitor Services Kit:

Section 1: Overview and Service Information – essential reading.

Section 2: MCEC Service Order Forms can be found in Section 2:

pages 50-84 MCEC Exhibitor Services Kit.

To access both documents please visit the MCEC weblink:

www.mcec.com.au/plan-an-event/downloads/.

Please familiarise yourself with all rules and regulations prior to

entering the venue. Failure to do so may lead to disappointment,

exclusion and/or additional costs.

Custom Crew Team MCEC Induction –

Required prior to entry to the venue

To gain entry to the Loading Dock to build an exhibitor’s display,

all contract crew staff must complete both the MCEC Induction

and the Brookfield Multiplex Induction.

Both can be completed online at: http://www.mcec.com.au/Organise/Operations-Info/Site-Induction.html.

Transportation & Logistics

1. Own Arrangements Courier – using your own courier

This option is ONLY available on Thursday, 25 July from

0800-1500.

This option allows you to use your own courier, whereby you are

responsible for organising all transport, handling, and receiving

arrangements for your display items for the move in/out phases

from door to door. Your company representative must be in attendance

onsite to take receipt of your goods and transfer the goods

from the loading dock to your stand.

Your courier (or company representative signing for your goods)

must deliver all goods directly to your stand as venue staff do not

assist with the transferring or handling of items from the loading

dock to your stand. Deliveries made in the absence of an authorised

exhibitor company representative will be turned away. No

responsibility can be taken for goods that are left on your stand

unaccompanied. To ensure correct delivery to your stand, you will

be provided with an MCEC Exhibitor Delivery Label to put on boxes

in advance and will need to ensure a representative is present to

receive and sign for goods. Neither the Melbourne Convention &

Exhibition Centre nor Harry the Hirer will sign off on possession

of goods on behalf of exhibitors and clients.

Preliminary Exhibit Hall Hours

(hours subject to change – and will be posted at the

entrance to the Exhibit Hall)

Move-In

Thursday, 25 July.................................................. 0800-1500

Mandatory Advertising Policy compliance walk-through

by ILCA Board of Directors begins at 1530

Exhibit Hall Hours

Thursday, 25 July...................................................1700-2000

President’s Social and Opening Reception

Friday, 26 July...................................................... 0900-1600

Morning and afternoon tea in Exhibit Hall

Lunch in Exhibit Hall

Saturday, 27 July.................................................. 0900-1600

Poster presentations and morning tea in Exhibit Hall

Lunch in Exhibit Hall

Afternoon tea in Exhibit Hall

Sunday, 28 July..................................................... 0900-1530

Morning and afternoon tea in Exhibit Hall

Lunch in Exhibit Hall

Move-Out

Sunday, 28 July...................................................... 1600-2100

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2. Own Arrangements Personal Delivery – using your own

private vehicle

This option is ONLY available on Thursday, 25 July from

0800-1500.

This option allows you to use your private vehicle, and makes

your personally responsible for organising all transport, handling

and receiving arrangements for your display items for the move

in/out phases from door to door. As there are no porters or trolley

available onsite, we suggest you bring your own trolley and

you must enter the exhibition via the Exhibition Centre Loading

Dock. Please note: Trolleys are not permitted at any time on the

exhibition centre concourse.

Testing & Tagging – Oztag Testing & Tagging

Onsite Thursday, 25 July 2013 from 1230-1530

Please note that all electrical leads (extension cords and/or laptop

leads) and appliances connected in any way to a power outlet need

to be tested and tagged for use onsite at the MCEC. It is best to

have these items tested and tagged prior to bringing them onsite.

It is a legal requirement in all temporary worksites within MCEC

that all electrical equipment be tested and tagged. This applies

to all contractors working onsite and exhibitors who bring in

electrical leads and appliances of any sort for their stands during

exhibitions. An MCEC OHS Officer will make regular, random

checks on appliances, and Exhibitors may be asked to show tags

on demand.

Should you need to have any electrical gear tested and tagged,

Oztag Testing Service will be onsite between 1230-1530 on Thursday,

25 July. These tags will be valid for 12 months. Please note

that testing and tagging is closely monitored at the MCEC.

After the technician leaves the building a $250 call-out fee

applies if you are asked to have items tagged. Please note

that some international travel adaptors purchased outside Australia

do not comply with Australian regulations and will require

replacement. Also, power boards that do not have overload protection

devices will not be allowed onsite. The easiest way around

these issues is to purchase travel adaptors and power boards

within Australian for use at the conference.

Safety Vests

Due to increased awareness from WorkSafe Victoria, it is now

mandatory for all Exhibitors to wear approved safety vests at

all times during the bump-in/out and move-in/out periods as applicable.

Safety vests can be purchased at most hardware stores

for approximately $15.00.

Safety Vests are not sold at the MCEC, so you will need to prepurchase

an allocation of vests for your staff to gain entry to the

Exhibitor Bump-In and Bump-Out out period.

The no vest, no entry policy will be strictly enforced.

Open Toed Shoes and Children under 18 –

not permitted

People wearing open toed shoes, sandals, or thongs and children

under 18 are not permitted access to the exhibition halls during

bump-in/out and move-in/out. Sorry, no exceptions.

Hotel Accommodations

Accommodations have been arranged in several categories at advantageous

rates for Conference delegates. ILCA’s headquarters,

the Crown Hotels, includes Crown Promenade, Crown Metropol

and Crown Towers. Reservations can be made by the methods

below. All delegates are encouraged to book these hotels as a priority

due to value and proximity to the Melbourne Convention &

Exhibition Centre. In order to receive the special discounted rates

you must specify you are with the ILCA Conference. Room rates

are subject to availability. Book early! The deadline to receive the

discounted room rate is 6 July 2013.

Hotel rates for ILCA’s headquarter hotels (Crown Metropol, Crown

Towers and Crown Promenade) include up to two breakfasts

daily. The discounted rates will be given to ILCA registrants for

room stays between 20 July 2013 and 29 July 2013. For all

reservations at these headquarter hotels delegates can book

reservations at the following link: https://resweb.passkey.com/

Resweb.do?mode=welcome_ei_new&eventID=10281111.

Crown Promenade Hotel – Toll Free (within Australia):

1 800 776 612 or +61 3 9292 6688 / Special rate of AUD$255

including GST for Standard King or Shared Twin

Crown Metropol Hotel – Toll Free (within Australia):

1 800 056 662 or +61 3 9292 6211 / Special rate of AUD$280

including GST for Standard King or Shared Twin

Crown Towers Hotel – Toll Free (within Australia):

1 800 811 653 or +61 3 9292 6868 / Special rate of AUD$295

including GST for Standard King or Shared Twin

Additional accommodations are available to ILCA delegates and

can be found at www.ilca.org.

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Advertising Enhancements

Take advantage of one of ILCA’s Conference opportunities to

position yourself as an industry leader!

Advertise Your Presence in the Prestigious

Journal of Human Lactation

ILCA members will receive the May issue of the Journal of Human

Lactation prior to the Conference. Copies will also be distributed

onsite. Contact JHL advertising at Sage Publications, Inc. to

reserve your ad space. Call +1 215 675 9133 extension 205 or email

diane.diamond@sagepub.com. Space reservations must be made

by 11 March 2013 with ad copy/artwork due by 15 March 2013.

Place an Ad in the Final Program

AUD$100 to AUD$650 / US$105 to US$680

Include an ad in the Final Program and share information about

your products with Conference delegates. We have a wide range

of prices to fit your budget! Advertisements are accepted in

the following sizes: business card, quarter-page, half-page, and

full-page. All copy will be in black and white. Email your advertisement

copy/artwork in PDF format to amanda@ilca.org. Cameraready

copy is due by 25 May 2013.

Satchel Promotional Inserts

AUD$145 to AUD$285 / US$150 to US$300

Take advantage of another great opportunity to provide your

brochure or promotional item, one piece up to 12 pages, to all

delegates in their Conference satchels. Exhibitors must send

a sample of the insert item for approval to ILCA (an electronic

version is acceptable). ILCA will confirm acceptance via email and

provide information on quantity and shipping instructions. The

sample of your insert item is due by 25 May 2013.

Dates to Remember

12 March

Deadline to reserve ad in the

May issue of the Journal of

Human Lactation

1 May

Deadline to cancel

without penalty

25 May

Deadline to reserve ad in

Final Program and receipt of

satchel insert sample for approval

1 June

Deadline for receipt of company

information for Final Program

6 July

Deadline for ILCA rate at the Headquarter Hotels (based on availability)

Exclusive Sponsorship

Opportunities

Consider enhancing your exposure through one of ILCA’s sponsorship

opportunities. In addition to the benefits of individual sponsorships,

all sponsors receive global exposure through mention in

the pre-Conference issue of ILCA’s online member newsletter, the

eGlobe.

Mother and Baby Room Sponsorship

AUD$1,345 / US$1,400

Select our most popular sponsorship! ILCA will host a private

room for mothers to breastfeed and attend to their children. As a

registered exhibitor, you can add this sponsorship and provide the

mothers using this room with your breastfeeding pillows, breast

pumps or other such aids and let them try your products first-hand!

Non-Profit Premier Silver Sponsorship

AUD$1,535 / US$1,600

Select special recognition as a non-profit sponsor and receive:

➤ One complimentary trade table with prominent location.

➤ Complimentary placement of a brochure or promotional item

in the delegate satchel.

➤ Complimentary half-page ad in the Final Program.

➤ One complimentary conference registration including catering

and continuing education credit for sessions attended

on exhibition days (26-28 July 2013). Sponsor must submit a

conference registration form, writing the word “SPONSOR” at

the top of the form. Registration for the non-exhibition day on

25 July 2013 may be purchased separately.

Non-Profit Premier Gold Sponsorship

AUD$1,730 / US$1,800

Select premier recognition as a non-profit sponsor and receive:

➤ One complimentary trade table with a prominent location.

➤ Complimentary placement of a brochure or promotional item

in the delegate satchel.

➤ Complimentary full-page ad in the Final Program.

➤ Two complimentary conference registrations with catering and

continuing education credit for sessions attended on exhibition

days (26-28 July 2013). Sponsor must submit a conference registration

form, writing the word “SPONSOR” at the top of the form.

➤ Registration for the non-exhibition day on 25 July 2013 may be

purchased separately at 50% discount.

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Rules & Regulations

Check-In, Installation & Dismantling of Exhibits

Exhibitor representatives will check in at the desk outside the Exhibit

Hall to receive their registration packet and badges. Exhibit

installation will take place 0900-1500 on Thursday, 25 July. All

exhibitors must have their set-up completed by 1500 on Thursday.

A Booth Review will be conducted by ILCA at 1530 to ensure that

all exhibits are in compliance with ILCA’s Advertising Policy and

specifically with Article 5.1 of the International Code of Marketing

of Breast-Milk Substitutes. We request that each booth have one

representative present. Space not occupied by the close of the

set-up period will be forfeited and ILCA may resell, reassign or

use any such forfeited space. Dismantling will take place at 1400

on Sunday, 28 July. Exhibitors may not tear down before this time.

Exhibits must be completely removed from the Exhibit Hall by

1800 on Sunday, 28 July.

Official Exhibition Contractor

Harry the Hirer has been appointed as the official exhibition

contractor and will provide all additional services you require,

including furniture and accessories, audio visual, signage and information

on pricing for power & lighting. You will receive a stand

package sheet from Harry the Hirer 90 days prior to the show.

Exhibitors are encouraged to order all furnishings in advance to

minimize delays and avoid additional costs during set-up.

Harry the Hirer

Contact: Joel Cooper

81-95 Burnley St

Richmond VIC 3121

Tel: 03 9429 6666

Fax: 03 9427 1637

Email: joelc@harrythehirer.com.au

Prior to the exhibition:

Joel will be in touch with current catalogue and booking forms/

information. To facilitate this, your contact details will be passed

on to Harry the Hirer. Please feel comfortable to contact Joel for

all your requirements; including rigging. Deadline for orders and

final fascia confirmation is Friday, 6 July 2013.

To access all Harry the Hirer Order Forms please visit this HTH

weblink:

Furniture

http://www.harrythehirer.com.au/images/HTHFurniture_Order_

Form.pdf

Audio Visual

http://www.harrythehirer.com.au/images/HTHAudio_Visual.pdf

Lighting

http://www.harrythehirer.com.au/images/HTHLighting_Order_

Form.pdf

Stand Signage

http://www.harrythehirer.com.au/images/HTHStand_Sign_Confirmation_Form.pdf

Rigging

http://www.harrythehirer.com.au/images/HTHRigging_Banner_Order_Form.pdf

Exhibitions Catalogue

http://www.harrythehirer.com.au/images/ExhibitionsBrochure.pdf

Insurance & Public Liability

It is strongly advised that Exhibitors cover their equipment,

exhibits and display materials with adequate insurance at the

Exhibitor’s own expense. It is the responsibility of all Exhibitors to

have adequate insurance cover for their equipment, exhibits and

display materials.

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Public Liability Insurance is mandatory whilst on site at the MCEC.

Please send a copy of your Insurance Certificate of Currency

as the venue has the right to ask for a copy at random. For

this reason, ILCA will hold copies onsite for all exhibitors.

The International Lactation Consultant Association – their volunteers

and representatives, the Melbourne Convention & Exhibition

Centre (MCEC), Harry the Hirer and their offices and employees,

separately and collectively, will not take any responsibility for any

damage to or for the loss or destruction of an exhibit from fire,

theft or accidents or other causes, or injury to his/her person

resulting from any cause, and all claims for any such loss, damage

or injury are waived by the Exhibitor by the signed terms and

conditions upon application to exhibit and or sponsor.

Use of Space

Booths must be staffed during Exhibit Hall hours. Displays, demonstrations

and any other advertising are limited to the confines

of an exhibitor’s own booth, including distribution of literature

or other items. Exhibitor agrees that its exhibit shall comply

with the ILCA Advertising Policies, a copy of which is included

in this brochure. Exhibitor may not offer educational sessions

that conflict with any part of the Conference program schedule.

Sale of products is permitted except for those prohibited by ILCA

Advertising Policies. Exhibitor may not exhibit another exhibitor’s

“end product” without permission of the exhibitor in writing, and

ILCA has the right to examine this permission. Exhibitor may not

share or sublet space to another party without prior permission

from ILCA. If two exhibitors wish to share a booth space, both

companies must sign the exhibitor application and notify the

Director of Conferences.

Contact Information

Amanda Joslin, ILCA Director of Conferences

Please contact Amanda for all payments via credit card,

booth availability, and advertising and sponsorship

opportunities.

International Lactation Consultant Association

2501 Aerial Center Pkwy, Suite 103

Morrisville, NC 27560 USA

Direct Phone: +1 919 459 6101

Fax: +1 919 459 2075

Email: amanda@ilca.org

Jan Cornfoot, Exhibit Hall Coordinator

Please contact Jan for all payments via cheque in Australian

dollars, direct electronic deposits, to send local faxes and for

questions regarding exhibiting. If you are located in Australia

and wish not to make an international call to the United

States, please call Jan at the phone number listed below.

PO Box 3288 Newmarket QLD 4051 Australia

Phone: +61 7 3356 5628

Fax: +61 7 3356 5620

Email: events@capersbookstore.com.au

Industry-Sponsored Events

Vendors are welcome to sponsor social events for Conference

attendees at times when Conference events are not scheduled. All

arrangements for vendor functions outside this Exhibitor Agreement

must be made through the convention centre with prior

notification to ILCA. Any such function may not conflict with any

part of ILCA’s program.

®

Conference Cancellation

This agreement is automatically terminated in the event the

ILCA Conference is cancelled due to causes that are beyond

reasonable control (i.e., acts of God, war, terrorism, government

regulations, disaster, fire, strikes, civil disorder, curtailment of

transportation facilities or other similar cause beyond the control

of the parties making it inadvisable, illegal or impossible to hold

the Conference). ILCA will determine an equitable basis for the

refund of such portion of the exhibit fees, after due consideration

of expenditures and commitments.

Space Reduction or Cancellation

Exhibitor may cancel all or part of its exhibit space after this

application has been accepted by ILCA on or before 1 May 2013,

without penalty. Thereafter, ILCA will retain the exhibit fee as follows:

50% of total fee for cancellation before 1 July 2013; 100%

of total fee for cancellation after 1 July 2013. Any refunds will be

made after the completion of the Conference.

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ILCA Advertising Policy

The Advertiser’s signature on the Application to Exhibit/Advertise attests that the Advertiser will comply with all of the policies set forth in this

document. Exhibitor/Advertiser signature must appear on the application before acceptance can be confirmed.

Advertising and Publications Policy

ILCA’s Advertising Policy applies to all media produced by ILCA and to all advertising in any

ILCA media, whether provided after financial barter or in-kind consideration. Advertisers

must comply with this Advertising Policy.

Examples of ILCA media include the following: the Journal of Human Lactation (JHL), ILCA

e-Globe, ILCA website, websites conducting business on behalf of ILCA, social and other

electronic media used by ILCA, the ILCA member list, publications produced by ILCA, and

materials for any ILCA educational activity (including conferences).

General Advertising Policies

Advertising involving any ILCA media must be consistent with this Policy and with ILCA’s

Vision and Mission Statements (implemented through the ILCA Strategic Plan), ILCA’s

By-laws, and the International Code of Marketing of Breast-milk Substitutes and all subsequent

WHA resolutions.

A. ILCA’s Vision and Mission Statements, and Strategic Plan

1. ILCA’s Vision: “The IBCLC is the globally recognized professional authority in lactation.”

2. ILCA’s Mission: “To advance the International Board Certified Lactation Consultant

(IBCLC) profession worldwide through leadership, advocacy, professional development,

and research.”

3. ILCA’s Strategic Plan contains five goals designed to fulfill the Vision and Mission:

Goal One: Promote the IBCLC credential and profession

Goal Two: Promote professional development through member services

Goal Three: Collaborate with decision-makers to develop global, national and

local policy

Goal Four: Actively foster research that supports evidence-based IBCLC practice

Goal Five: Promote organizational excellence and financial stability

4. ILCA does not invest in, nor accept funding, donations, advertising, or sponsorship

from entities whose goals and marketing are inappropriate, contrary to, or inconsistent

with ILCA’s Vision, Mission and Strategic Plan.

B. ILCA By-laws

1. All ILCA advertising must be consistent with ILCA By-Laws, specifically 2.2.1 and 2.2.2.

a. Bylaw 2.2.1. “As an organization, ILCA and its affiliates will not endorse any literature

or products, or accept direct funding from industries producing or marketing

products that do not comply with the International Code of Marketing of Breastmilk

Substitutes and subsequent WHA resolutions.”

b. Bylaw 2.2.2. “Directors of ILCA, its staff and its affiliates will not accept funding

from interests producing or marketing products that do not comply with the

International Code of Marketing of Breast-milk Substitutes and subsequent WHA

resolutions.”

C. The International Code of Marketing of Breast-milk Substitutes and all

subsequent WHA resolutions

1. All ILCA media must be in compliance with the International Code of Marketing of

Breast-milk Substitutes and all subsequent WHA resolutions.

2. ILCA does not invest in, nor accept funding, donations, advertising, or sponsorship

from corporate entities that do not meet their obligations under the International

Code of Marketing of Breast-milk Substitutes and all subsequent WHA resolutions.

“Corporate entities” includes all subsidiaries and parent companies of marketers that

are not meeting their obligations under the International Code of Marketing of Breastmilk

Substitutes and all subsequent WHA resolutions.

a. ILCA does not police marketing in the global marketplace. ILCA does not monitor

global changes in corporate ownership. ILCA does not determine if an entity

is, or is not, compliant with the International Code of Marketing of Breast-milk

Substitutes and all subsequent WHA resolutions.

b. ILCA may seek advice or an opinion letter from an independent expert on matters

of interpretation of the International Code of Marketing of Breast-milk Substitutes

(such as the International Baby Food Action Network [IBFAN] or the National Alliance

for Breastfeeding Advocacy [NABA]).

c. ILCA may request information from potential advertisers on their compliance

status with objectives of the International Code of Marketing of Breast-milk

Substitutes and all subsequent WHA resolutions.

d. Advertising contracts negotiated prior to determination of noncompliance with

the International Code of Marketing of Breast-milk Substitutes may be honored

within a reasonable period of time, not to exceed one year.

e. Advertising contracts must include a cancellation clause based on noncompliance

with the International Code of Marketing of Breast-milk Substitutes and all

subsequent WHA resolutions.

D. Non-Endorsement Policy

1. Advertising involving any ILCA media does not imply endorsement by ILCA of any

program, product, or service.

2. Statements will be broadly published (e.g., in each issue of the JHL, on each page of

the ILCA website, in conference media) declaring that acceptance and publication of

advertisements does not reflect endorsement by ILCA.

3. No current or former Director of ILCA may use her/his office with ILCA to endorse any

literature or product, but is free to do so as a private individual.

E. Any Advertiser accepted by ILCA must confirm (by print or electronic

means) that

1. It has obtained and will maintain adequate product liability insurance coverage

relative to all products advertised,

2. It is authorized to publish the entire contents of the advertisement,

3. It has carefully reviewed the contents of the advertisement,

4. The advertisement is truthful and not misleading,

5. The advertisement does not infringe upon any intellectual property law right held by a

third party.

F. ILCA reserves the right to decline or prohibit any advertisement which

in its judgment is inappropriate, contrary to, or inconsistent with its

purposes or this policy. This reservation is all-inclusive as to persons,

things, written matter, products, and conduct.

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G. In consideration of ILCA’s acceptance of any advertisement, the agency

and/or advertiser shall agree to indemnify and hold ILCA harmless,

without limitation, from any loss or expense resulting from claims arising

from the contents or subject matter of such advertisement.

H. Use of ILCA Member List

1. ILCA’s membership list can be rented for a one-time distribution of promotional,

educational, or research-related literature that complies with the ILCA Advertising

Policy, if the purpose may serve the membership’s interests and does not conflict with

ILCA’s By-laws or policies. This can include:

a. Promotion of lactation-related educational offerings

b. Promotion of lactation-related products or services deemed by the Board of

Directors to be of interest or use to ILCA members and their clients

c. Research that will benefit the lactation consulting profession and practice

2. The membership list includes ILCA members who have agreed to receive materials

from third parties, and will be provided only to those who comply with ILCA’s

Advertising Policy.

3. Those who wish to use the ILCA membership list must provide copies of all materials

that will be disseminated, and must disclose any and all affiliations prior to approval.

Mailing labels are available for one-time use only. Electronic distribution will also

occur one time only. Failure to comply with this requirement will result in automatic

rejection of future requests.

4. Those who use the ILCA membership list may not copy or retain the names or other

contact information contained on the list.

Conference Advertising Policies

A. ILCA’s annual conference or any other conference offerings may include

use of advertisements and exhibit hall displays provided that materials

are consistent with this Advertising Policy. ILCA’s conference-related

advertising applies to all promotional activities and materials produced

by any person or entity in connection with any ILCA conference

or workshop. This includes exhibits, displays, program inserts, program

advertising, conference packets or samples, and commercial mailings.

B. ILCA will endeavor to assist potential advertisers to comply with its

Advertising Policy. This includes educational information about ILCA’s

Vision, Mission, Strategic Plan, and the International Code of Marketing

of Breast-milk Substitutes and all subsequent WHA resolutions.

C. The decision to contract with an exhibitor rests with the ILCA Board

of Directors and Executive Director, after consideration of all factors

designed to promote this policy and to protect ILCA’s interests.

D. All exhibit hall displays will be reviewed by ILCA Board of Directors

and/or staff prior to the opening of the hall. They will evaluate displays

for violations of ILCA’s Advertising Policy and permit time for exhibitors

to make necessary corrections. Exhibitors must have their exhibit

completed by the time specified, and exhibits must be staffed during

the time designated for review.

E. Concerns about compliance with the ILCA Advertising Policy at the

conference site should immediately be brought to the attention of the

ILCA Executive Director or any Board member.

F. The Exhibitor Prospectus provided to potential exhibitors will include

the following:

1. An explanation that any advertising at any ILCA conference or workshop must comply

with the ILCA Advertising Policy

2. A copy of the ILCA Advertising Policy

3. A summary of ILCA’s Vision, Mission and Strategic Plan, and the International Code of

Marketing of Breast-milk Substitutes and all subsequent WHA resolutions

G. All contracts with exhibitors, vendors, advertisers and sponsors will

include the full text of ILCA’s Advertising Policy.

H. If an index to exhibitors, vendors, advertisers and sponsors is included

in written materials, each will be listed alphabetically by company

name.

I. All exhibitors, vendors and advertisers will be provided an equal opportunity

during the conference to sponsor approved events and to make

donations in accordance with ILCA policies.

J. Sponsorships will be acknowledged as described in the sponsorship

agreement for the current year.

K. If an exhibitor, vendor, advertiser

or sponsor violates ILCA’s

Advertising Policy, the violator

may be asked to comply with

any or all of the following:

1. Remove or correct the products

or media in violation of the ILCA

Advertising Policy

2. Immediately close the exhibit

3. Remain responsible for all unpaid

fees, costs, and expenses incurred

in connection with its ILCA-related

promotional activity

4. Forfeit all claims to fees paid to

any party in connection with its

promotional activities

9


Application to Exhibit / Advertise

2013 ILCA Conference & Annual Meeting

25-28 July 2013 • Melbourne Convention & Exhibition Centre • Melbourne, Australia

All applicants are subject to the terms, conditions, rules and regulations governing the Conference. Your signature on this application constitutes a

binding contract if accepted by ILCA. Please print the name of your firm exactly as it should appear on signage and in all printed material.

Company____________________________________________________________________________________________________________________________________________________

Contact Person__________________________________________________________________ Title______________________________________________________________________

Street Address______________________________________________________________________________________________________________________________________________

City ___________________________________ State/Province___________________________ Postal Code___________________ Country_ _________________________________

E-mail ___________________________________________________________________________ Phone____________________________________________________________________

Exhibit Opportunities

Please view the floor plan and indicate your top three choices for exhibition

space(s). Placements will be made on a first-come, first-served basis

after sponsors have selected their space. Contact amanda@ilca.org with

questions regarding availability.

Preference: 1._____________ 2._____________ 3. ____________

Representative Name_____________________________________________________

City ________________________________ State_________________________________

Country ____________________________ Credentials__________________________

Representative Name_____________________________________________________

City ________________________________ State_________________________________

Country ____________________________ Credentials__________________________

How many years have you exhibited at ILCA?_____________________________

Please indicate your booth selections below.

q Trade Exhibitor Booth........................................ AUD$1950...........US$2030

q Non-Profit Trade Exhibitor Table..................... AUD$650.............US$680

q LEAARC Approved Education Course (20% discount)

The Lactation Education Accreditation and Approval Review

Committee (LEAARC) reviews and grants formal recognition to

educational programs in the lactation consultant profession.

Exhibit Subtotal – AUD$ / US$_____________

A La Carte and Enhancements

Please check all that apply:

q Additional Representative.................................AUD$175...............US$185

q Business Card Ad in Final Program.................AUD$100..............US$105

q Quarter-Page Ad in Final Program................. AUD$200..............US$210

q Half-Page Ad in Final Program......................... AUD$300..............US$315

q Full-Page Ad in Final Program..........................AUD$500............. US$525

q Full-Page Ad on inside front cover

in Final Program................................................... AUD$650.............US$680

q Full-Page Ad on inside back cover

in Final Program................................................... AUD$650.............US$680

q Promotional Piece in Delegate Satchel

(exhibitor rate)......................................................AUD$145..............US$150

q Promotional Piece in Delegate Satchel

(non-exhibitor rate)............................................ AUD$285.............US$300

Enhancement Subtotal – AUD$ / US$_____________

Exclusive Opportunities (based on availability)

Please check all that apply:

q Mother Baby Room Sponsorship.....................AUD$1345........... US$1400

q Premier Non Profit Silver Sponsorship...........AUD$1535........... US$1600

q Premier Non Profit Gold Sponsorship...........AUD$1730........... US$1800

Exclusive Opportunities Subtotal – AUD$ / US$_____________

Payment in AUD / US Dollars

TOTAL AMOUNT DUE – AUD$ / US$_____________

q VISA q MasterCard q Cheque/Check #_________________________

Credit Card #______________________________________________________________

Signature_ ________________________________________________________________

Expiration Date ______________________ 3 Digit Security Code_______________

Terms

Applications are due by 1 June 2013, and must be accompanied by cheque/

check or credit card information for the total amount due. Public liability

insurance will be required from all exhibitors and a copy of your current

certificate should be sent with your application. They will need to checked

prior to the Conference, as well as sent to the venue 21 days before the

start of the conference. All electrical equipment (including laptops) onsite

that will plug into one of the outlets must be tested and tagged.

Send signed application (digital signatures accepted) and full payment to:

For credit card payments in US or Australian dollars or US checks

please send to: ILCA Headquarters, Amanda Joslin, 2501 Aerial Center

Parkway, Suite 103, Morrisville, NC 27560 • Email: amanda@ilca.org

Phone: +1 919 459 6101 • Fax: +1 919 459 2075

Cheques in Australian dollars should be payable to ILCA and sent to:

Jan Cornfoot, PO Box 3288 Newmarket QLD 4051 Australia

Email: events@capersbookstore.com.au • Phone: +61 7 3356 5628

Fax: +61 7 3356 5620 • Also contact Jan for bank account details for

direct electronic deposits.

All fees include Australian Goods and Services Tax (GST).

ILCA ABN: 12 102 686 386

After 1 June 2013, contact ILCA headquarters to inquire about availability.

I agree to the terms of this Invitation to Exhibit & the ILCA Advertising Policy.

Signature _________________________________________ Date__________________

10


3

3

Exhibit Hall Floor Plan

July 25-28, 2013

Melbourne Convention & Exhibition Centre

Melbourne, Australia

catering

entry

840 PAX

Kit

( B

T12

T13

T11

T14

storage

T10

T15

storage

T9

T16

T7

T6

T8

T5

P12 P11

P10

P9

P8

P7

P1 P2 P3 P4 P5 P6

Art Panels

( Poster Display )

T17

T20

T18

T19

Reserved for Speaker/Author Corner

T4

T21

Reserved for ILCA

Reserved for Sponsors

T3

T20

Reserved for Capers/ILCA Bookstore

3

4

3

T1

T2

3 3

12

CAFE

16

3

3

T21

T22

3

3

17

5

11

13

15

3

3

storage

3

3

2

1

3

3

3

3

6

3

3

3

3 3

7

10

8

9

3

3

3

14

3

3

3

3

3

20

3

19

18

3

storage

ENTRANCE

BENCH

SINK

11

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