Sponsorship Prospectus

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1 The 9th World Endodontic Congress IFEA2013 Sponsorship Prospectus Tokyo International Forum Tokyo, JAPAN Thursday, May 23rd Sunday, May 26th, 2013 *Pre-congress courses will be held on May 23

2 February, 2012 Prospective Sponsor, The International Federation of Endodontic Associations (IFEA) is the largest and the most authoritative academy of endodontics. The association has held a world-wide conference every three years since the first gathering in Mexico in 1989, and this is the 9th such event. The 9th World Endodontic Congress will have the theme Shaping the Future of Endodontics and we expect 1,500 visitors from more than thirty countries all over the world. The main topics will include basic/clinical research into the anaplasty of dental pulp, hyperelastic Nickel-titanium (NiTi) files, microsurgery, dental CBCT, laser treatment, electronics for endodontics, pain control, dental pulp biology and microbiology, as well as pre- and post-graduation education. The results are expected to contribute significantly to the development of dental medicine and medical care. This event in Japan is a golden opportunity to showcase the high level of endodontics in Japan to researchers and clinicians from all over the world. It may also be a valuable opportunity to provide our researchers in this field with a forum through which they can directly exchange with those international researchers and clinicians and evolve the research and clinical medicine of endodontics in our country. Considering the content described above, we would like to ask all of you to provide your support and cooperation. Of course, we understand the difficult situation in the wake of the earthquake, but we will be the most grateful to you for your support in obtaining the maximum results from this event, which may contribute to the development of dentistry and medicine, and by extension, society as a whole. Yours Sincerely, Hideaki Suda (President, The 9th World Endodontic Congress) Akifumi Akamine (President, Japan Endodontic Association) Masahiro Taguchi (Immediate Past President, Japan Endodontic Association) 2

3 General Information 1. Name of the congress The 9th World Endodontic Congress (IFEA 2013) 2. Organizer International Federation of Endodontic Associations (IFEA) 3. Managing organization Japan Endodontic Association *Authorized subcommittee of the Japanese Association for Dental Science 4. Supporters (expected) Japan Dental Association/Japanese Association for Dental Science/Ministry of Health, Labour and Welfare 5. Event period Thursday, May 23 Sunday, May 26, 2013 (4 days) *Pre-congress courses will be held on May Venue Tokyo International Forum 3-5-1, Marunouchi, Chiyoda-ku, Tokyo Phone: Objective and meaning of the event This event in Japan is a golden opportunity to showcase the high level of endodontics in Japan to researchers and clinicians from all over the world. It may also be a valuable opportunity to provide our researchers in this field with a forum through which they can directly exchange with those international researchers and clinicians and evolve the research and clinical medicine of endodontics in our country. 3

4 8. Overview of the congress (1) Structure Plenary lectures, keynote lecture, lectures by representatives from each country, symposiums, general presentations (posters/table clinics), luncheon seminars, workshop, pre-congress courses, meetings, etc. (2) Main contents Programs with many topics under the main theme Shaping the Future of Endodontics (3) Schedule May 2013 Morning Afternoon Evening Pre-congress courses Pre-congress courses Welcome reception 23(Thu) 24(Fri) Opening ceremony Plenary lecture Symposiums Luncheon seminar Keynote lecture Presentations by country reps. Oral presentations Poster presentations Keynote lecture Presentations by country reps. Luncheon seminar Keynote lecture Gala dinner 25(Sat) 26(Sun) Oral presentations Keynote lecture Presentations by country reps. Symposiums Presentations by country reps. Poster presentations Luncheon seminar Symposium Presentations by country reps. Table clinics Closing ceremony (4) Language English (5) Participating countries and regions (expected) Argentina, Australia, Belgium, Brazil, Canada, Finland, France, Germany, Guatemala, Greece, India, Iran, Israel, Japan, Jordan, Korea, Kosovo, Italy, Lebanon, Mexico, New Zealand, Russia, South Africa, Spain, Switzerland, Thailand, Turkey, Ukraine, the United Kingdom, the United States, Venezuela, Hong Kong, Philippines, Columbia, etc. 4

5 (6) Visitors Approx. 1,500 (including companies) (7) Exhibitions of equipment, devices, and books Famous clinicians and researchers will visit from all over the world, and many domestic dentists will participate in the event to study the world standard of endodontics. Therefore, this event is the ideal advertising venue for exhibitors. The event will cover a wide range of exhibits covering all aspects of dental treatment, devices, medicine, examination equipment and books to give the exhibitors the opportunity to provide visitors with information about their products. Exhibitors from other fields will also be welcome. (8) Schedule for applications (bookings are on a first-come first-served basis) October, 2011 Applications open for sponsorship packages, commercial exhibitions and advertisements July 15, 2012 Bookings open for luncheon seminars October 15, 2012 Dates and times for luncheon seminars and the spaces for commercial exhibitions are fixed (Only applicable to package sponsors) November, 2012 Invoicing for expenses January 15, 2013 Payment due for all expenses *Early registration for participation started on January 11, * Abstract submission is scheduled to start on May 23rd,

6 - Overview of Sponsorship Packages for the 9th World Endodontic Congress - Category Price (JPY) Sponsor's advantage Platinum 4,375,000 1 Luncheon seminars (main hall over 1,000 people capacity: first option) 2 Exhibition space (15 booth lots: first option) *W 1.8 m x D 0.9 m per lot 3 Advertisement on the 4th cover of the event program (A5 size) 4 Publishing of company logos on the event s official Web site (large size) 5 Inclusion of leaflets in congress bags 6 Participation certificates and name cards for 10 persons 7 Exhibitor s name cards for 10 persons 8 Invitation cards for Gala Dinner for 5 persons 9 Advertisement on the Japanese version of the event program Gold 3,125,000 1 Luncheon seminars (main hall over 1,000 people capacity: second option) 2 Exhibition space (8 booth lots: second option) *W 1.8 m x D 0.9 m per lot 3 Advertisement on the 3rd cover of the event program (A5 size) 4 Publishing of company logos on the event s official Web site (medium size) 5 Inclusion of leaflets in congress bags 6 Participation certificates and name cards for 5 persons 7 Exhibitor s name cards for 8 persons 8 Invitation cards for Gala Dinner for 4 persons 9 Advertisement on the Japanese version of the event program Silver 1,875,000 1 Luncheon seminars (sub hall 400 people capacity: first option) 2 Exhibition space (5 booth lots: third option) *W 1.8 m x D 0.9 m per lot 3 Advertisement on the 2nd cover of the event program (A5 size) 4 Publishing of company logos on the event s official Web site (small size) 5 Participation certificates and name cards for 3 persons 6 Exhibitor s name cards for 6 persons 7 Invitation cards for Gala Dinner for 4 persons 8 Advertisement on the Japanese version of the event program Bronze 1,250,000 1 Luncheon seminars (sub hall 400 people capacity: second option) 2 Exhibition space (2 booth lots: third option) *W 1.8 m x D 0.9m per lot 3 Advertisement on the opposite 3rd cover of the event program (A5 size) 4 Publishing of company logos on the event s official Web site (small size) 5 Exhibitor s name cards for 4 persons 6 Advertisement on the Japanese version of the event program 6

7 - Overview of Sponsorship for the 9th World Endodontic Congress - Category Price (JPY) Description Commercial exhibition 105,000 Basic booth kit 73,500 Booth lot space Circular advertisement First 63,000 Publication of company logo Second 105,000 Back matter 1 page 63,000 Back matter 1/2 page Ad publication in programs 105,000 Back matter 1 page Advertisements will be also published in the Japanese versions of programs (3,000 pcs. expected). 63,000 Back matter 1/2 page Other advertisements 105,000 Pocket program 105,000 Abstract CD Co-hosting event programs 300,000 Luncheon seminar (with lunch) Regarding the allocation of rooms and schedules, package sponsors requests will take precedence. Other sponsorship 210,000 Internet counter * Your ad will be displayed 210,000 Coffee stand * Your ad will be displayed *1 262,500 Advertisements on name card cases and straps *2 262,500 Advertisements on giveaway ball-point pens for visitors *3 262,500 Advertisements on giveaway mouse pads for visitors *4 262,500 Advertisements on giveaway congress bags for visitors *1 4: Advertisers may provide their own material. 7

8 EXHIBITION 1. Schedule (tentative) Unloading and installation Thursday, May 23, 2013: Thursday, May 23, 2013: 9:00 16:00 for exhibitors with booth lot space 13:00 16:00 for exhibitors with basic booth kit Hours for exhibition Friday, May 24, 2013: 8:00 18:00 Saturday, May 25, 2013: 8:00 18:00 Sunday, May 26, 2013: 8:00 13:00 Removal and loading Sunday, May 26, 2013: 13:00 15:00 2. Floor plan (tentative) 8

9 3. Exhibition scheme Basic booth kit Exhibition fee: JPY 105,000 Back panel Company name plate Desk *Specifications - 1 desk (W 1.8 m x D 0.6 m) - 1 back panel - 1 company name plate (English) - 2 chairs *Spaces without kits are also available (W 1.8 m x D 0.9 m). JPY 73,500 A) Number of lots (planned): 50 B) Exhibition subjects: treatment equipment, devices, medicine, examination equipment, books, etc. *Exhibitors from other fields are also welcome. C) After applications have closed, invoices will be issued to the exhibitors. The exhibition fee must be paid within one month after receipt of the invoice to the bank account specified on the invoice. All commissions related to the remittance must be borne by the exhibitor. No refunds will be available for cancellations after payment. D) Booths will be allocated by the secretariat. E) Only exhibits as described above in Exhibition subjects or those otherwise permitted by the secretariat may be exhibited. F) To exhibit items not approved under the Pharmaceutical Affairs Act, contact the secretariat. G) For exhibits from abroad: The exhibition hall is not a tax-free zone. If you wish to exhibit foreign items, exhibit them as domestic goods or use the ATA carnet service. For details, contact the secretariat. H) There will be no exhibitors meeting. The secretariat will notify exhibitors regarding the booth allocation, unloading, decoration, and management of the exhibits by one month before the event. Information regarding leasing of setups and lighting equipment will also be provided at the same time. I) During the event, it is prohibited in principle to exchange exhibits for cash, except in cases expressly permitted by the secretariat. 9

10 J) The secretariat will exert its best efforts to protect and manage the security of the venue and the exhibits; however, it will not be liable for any accident, theft, loss due to force majeure, or personal damage or injury incurred within in the booth lots. K) The period or hours of the event may change due to unforeseen circumstances. Such changes will not be accepted as grounds for cancellation of applications to exhibit. No compensation will be provided for any losses caused by such change. L) No exhibition booth lot or part thereof may be sold or transferred to any third party. M) The exhibitors do not receive admission to the lectures or related programs of the 9th World Endodontic Congress. If you wish to participate in these events, contact the secretariat. There is no limitation on exhibitors entry to the exhibition room. *Platinum, Gold, and Silver sponsors will obtain participation certificates, the number of which depends on the category for which they apply. N) The exhibitors should have English-speaking staff for product presentations at the event if possible. 3. Exhibitor s name card The exhibitor will receive a maximum of two exhibitor s name cards per basic booth kit. Additional name cards will be available for JPY 10,000. Holders of exhibitor s name cards may enter the exhibition room without restriction, but may not enter the lecture hall unless the exhibitor co-hosts the symposium. Exhibitors will receive a congress bag. 4. Exhibition lot allocation Exhibition lots are first assigned in order of precedence according to the category of package sponsor, and thereafter on a first-come first-served basis. The secretariat will set the final allocation. 10

11 ADVERTISEMENTS 1. Overview of publication of circular advertisements First circular JPY 63,000 Circulation: Production cost: Published companies: Draft: 2,000 pcs. (A4 2,000 pcs. = JPY 500,000 (planned) Approx. 5 companies Send the data to the secretariat at the address given below. Application deadline: Tuesday, November 22, 2012 Draft data deadline: Wednesday, November 30, 2012 Send data to: The 9th World Endodontic Congress Secretariat Japan Convention Services, Inc. Daido Seimei Kasumigaseki Bldg. 18F, 1-4-2, Kasumigaseki, Chiyoda-ku, Tokyo, , Japan Phone: Facsimile: ifea2013@convention.co.jp Second circular Back matter 1 page JPY 105,000 Back matter 1/2 page JPY 63,000 Circulation: Production cost: Published companies: Draft: 2,000 pcs. (A5 2,000 pcs. = JPY 1,600,000 (planned) Approx. 10 companies Send the film, reproduction proof, Photostat, or data to the secretariat at the address given below. Application deadline: Friday, March 30, 2012 Draft data deadline: Friday, April 20, 2012 Send data to: The 9th World Endodontic Congress Secretariat Japan Convention Services, Inc. Daido Seimei Kasumigaseki Bldg. 18F, 1-4-2, Kasumigaseki, Chiyoda-ku, Tokyo, , Japan Phone: Facsimile: ifea2013@convention.co.jp 11

12 2. Overview of publication of advertisements on programs Circulation: Production cost: Published companies: 1,500 pcs. (A5 size) *For sending out or handing out to 1,500 pcs. = JPY 2,250,000 (planned) Approx. 10 companies (planned; excluding package sponsors) *Advertisements will be also published in the Japanese versions of programs (3,000 pcs. expected). Advertising fees: Back matter 1 page JPY 105,000 Back matter 1/2 page JPY 63,000 Draft: Send the film, reproduction proof, Photostat, or data to the secretariat at the address given below. Application deadline: Friday, December 14, 2012 (first deadline) Draft data deadline: Friday, March 15, 2013 Send data to: The 9th World Endodontic Congress Secretariat Japan Convention Services, Inc. Daido Seimei Kasumigaseki Bldg. 18F, 1-4-2, Kasumigaseki, Chiyoda-ku, Tokyo, , Japan Phone: Facsimile: ifea2013@convention.co.jp 12

13 3. Other advertisements Pocket program JPY 105,000 A) The sponsor s name or logo will be printed on the pocket program (name card case size). B) A portion of the production cost will be charged to the sponsor as described above. C) After the application, the secretariat will notify sponsors of the specific time of production and the deadline for sending logos. Abstract CD JPY 105,000 A) The sponsor s name or logo will be printed on the abstract CD handed out to visitors. B) A portion of the production cost will be charged to the sponsor as described above. C) After the application, the secretariat will notify sponsors of the specific time of production and the deadline for sending logos. 13

14 FUNCTIONS & OTHER SPONSORSHIP OPPORTUNITIES Co-hosting event programs and other events 1. Co-hosting event programs Luncheon seminars JPY 300,000 A) A portion of the venue and equipment expenses will be charged to the sponsor as described above. Any additional expense, including catering, should be borne by the sponsor itself. B) Once the secretariat is in receipt of the application, the sponsorship will be invoiced to the sponsor. The amount must be paid within one month after receipt of the invoice. C) Regarding catering on the day of the event, the secretariat will send guidelines to the sponsors three months before the event. D) Seminars must be in English. Simultaneous interpreters are required. E) Regarding the allocation of rooms and schedules, package sponsors' requests will take precedence. 2. Other sponsorship Internet counter JPY 210,000 A) The sponsor's name will be printed on the signage for the internet counter in the venue. If more than one company applies for the sponsorship, all companies names will be printed. B) The internet counter will be equipped with 10 personal computers in order to provide visitors with a place where they can use the internet free of charge. C) A portion of expenses for setting up the internet counter and the signage will be charged to the sponsor as described above. Coffee stand JPY 210,000 A) The sponsor's name will be printed on the signage for the coffee stand in the venue. If more than one company applies for the sponsorship, all companies names will be printed. B) The coffee stand will serve drinks and snacks to provide visitors with opportunities for professional exchange. C) The expenses for setting up the coffee stand will be charged to the sponsor as described above. 14

15 Name card cases and straps JPY 262,500 or provision of items A) The sponsor's name or logo will be printed on name card (visitor s ID) cases and straps. B) Size of production: 1,800 pcs. for approx. 1,500 visitors, exhibitors, and staff C) The production expenses will be charged to the sponsor as described above. D) Sponsors may provide their own material. If this option is chosen, the secretariat will specify the destination for delivery three months before the event. Ballpoint pens JPY 262,500 or provision of items A) The sponsor's name or logo will be printed on ballpoint pens that will be handed out to visitors. B) Size of production: 1,500 pcs. for 1,500 visitors C) The production expenses will be charged to the sponsor as described above. D) Sponsors may provide their own material. If this option is chosen, the secretariat will specify the destination for delivery three months before the event. Mouse pads JPY 262,500 or provision of items A) The sponsor's name or logo will be printed on mouse pads that will be handed out to visitors. B) Size of production: 1,500 pcs. for 1,500 visitors C) The production expenses will be charged to the sponsor as described above. D) Sponsors may provide their own material. If this option is chosen, the secretariat will specify the destination for delivery three months before the event. Congress bags JPY 262,500 or provision of items A) The sponsor's name or logo will be printed on congress bags that will be handed out to visitors. B) Size of production: 1,500 pcs. for 1,500 visitors C) The production expenses will be charged to the sponsor as described above. D) Sponsors may provide their own material. If this option is chosen, the secretariat will specify the destination for delivery three months before the event. 15

16 CONGRESS ADMINISTRATION Contacts and Information 1. The 9th World Endodontic Congress Secretariat Japan Convention Services, Inc. Daido Seimei Kasumigaseki Bldg. 18F, 1-4-2, Kasumigaseki, Chiyoda-ku, Tokyo, , Japan Phone: Facsimile: Payment Payments must be made by remittance to the bank account of the 9th World Endodontic Congress. The account information will be provided after the application. * As far as possible, the secretariat will be open to consultation regarding deadlines for applications or payment. 16

17 Submit form via or facsimile ( ). Application for Sponsorship/ Exhibition Complete and submit the form to the 9th World Endodontic Congress Secretariat. Name of company/organization: wishes to apply for a sponsorship/commercial exhibition package at the 9th World Endodontic Congress in Tokyo. At the same time, we hereby submit payment of 20% of the total price of such package. We also acknowledge that applications are accepted on a first-come first served basis. Contact name Address Division name Phone Fax Mobile Title Mark with a in the ( ) to the left of the items that you are requesting. (Currency: JPY) Commercial Exhibition ( ) Basic booth kit lot(s) 105,000 ( ) Booth lot space lot(s) 73,500 * 1 lot: W 1.8 D 0.9 m First Circular Advertisement ( ) Company name/logo 63,000 Second Circular Advertisement ( ) Back matter 1 page 105,000 ( ) Back matter 1/2 page 63,000 Program Advertisement ( ) Back matter 1 page 105,000 ( ) Back matter 1/2 page 63,000 Other Advertisement ( ) Pocket program 105,000 ( ) Abstract CD 105,000 Program Co-hosting ( ) Luncheon seminar 300,000 Other Sponsorship ( ) Internet counter * Display of ads 210,000 ( ) Coffee stand * Display of ads 210,000 ( ) Ads on name card cases/straps 262,500 ( ) As above (providing own goods) pcs. ( ) Ads on ballpoint pens 262,500 ( ) As above (providing own goods) pcs. ( ) Ads on mouse pads 262,500 ( ) As above (providing own goods) pcs. ( ) Ads on congress bags 262,500 ( ) As above (providing own goods) pcs. Company/organization representative Seal or signature Date: 17

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