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EARLI Conference 2011 – University of Exeter
The 14th Biennial Conference of the European Association for Research on Learning and Instruction (EARLI) will take place in the historic city of Exeter in the South West of England. The theme for the conference is ’Education for a Global Networked Society’.
The conference begins on Monday 30 August and runs until Saturday 3 September 2011 and we expect to welcome an international audience of more than 1800 delegates over the five days.
Exciting exhibition and sponsorship opportunities
In addition to being one of the most important international conferences for educational research, EARLI is also the biggest European conference and supports and promotes an active research culture in the field of learning and instruction.
Sponsorship of this prestigious event will raise your profile to key international professionals and institutions and offers you the ideal opportunity to reach current and prospective clients from around the world.
We are pleased to offer a fantastic range of opportunities for EARLI 2011, from conference programme advertising to presidential receptions and the gala dinner. What’s more, you won’t be invoiced for your sponsorship selection until January 2011!
How to sponsor the EARLI Conference
We would be very happy to discuss any of these opportunities in more detail. Once you have decided what you would like to sponsor, please complete the attached booking form and return it to me before Friday 3 December 2010.
Bookings will be taken on a first-come first-served basis and you will not be invoiced until January 2011. Please note: all sponsorship prices will incur VAT.
It is important to note that once signed, this booking form acts as a binding agreement and cancellation of sponsorship at any time, prior to the event, will incur the full sponsorship amount.
If you would like to discuss anything, please do not hesitate to contact me directly on +44 (0) 1392 724830 or email me at earli@exeter.ac.uk.
Best wishes,
Nichola Vickers
EARLI Conference Administrator
SPONSORSHIP OPPORTUNITIES
Exhibition Booth £750.00
- 3m x 2m floor space and two chairs (a table can be provided on request)
- Company logo, 75-word entry and company contact details in final conference programme
- Twin electrical sockets
- Internet connection
Conference Bag Inserts £various
We are happy to insert flyers announcing new products, promoting your company’s services, etc. If you would like to place a flyer in the delegate packs, they must be no larger than A4 size. We will require 2000 copies and ask you to send a sample of the insert beforehand to Nichola Vickers for approval.
We are happy to insert flyers at the following costs:
one page for £430
2-3 pages for £465
4-5 pages for £540
6-8 pages for £620
Conference Programme Advertising £various
A great opportunity to promote your company or services! The Conference Programme is referred to throughout the conference and also acts as a useful reference guide for delegates after the event (final artwork to be provided by the sponsor).
Full page 185mm x 270mm (portrait) B&W £530.00
Half page 185mm x 132mm (landscape) B&W £405.00
Quarter page (portrait) B&W £200.00
Inside front cover 185mm x 270mm (portrait) Colour £690.00
Inside back cover 185mm x 270mm (portrait) Colour £690.00
Global Network £to be agreed
Education for a Global Networked Society is the theme of the 2011 EARLI Conference. It’s a great opportunity to sponsor (and be visible!) all of the network facilities during the conference : website ; Twitter ; on campus plasma screens ; screensaver displays in each of the conference rooms ; and other networked facilities.
Gala Dinner £5,000
The main social event with more than 500 people expected to attend! The sponsorship package includes : branded tickets and menus ; product/service information displayed on each of the tables ; company logo on plasma screens announcing the event; complimentary tickets to the Gala Dinner ; company logo, 75-word entry and a full-page B&W advertisement in final conference programme (final artwork to be provided by the sponsor).
Conference Programme £4,500
The delegates’ bible! This is handed to all delegates on arrival and is referred to all week. The sponsor’s name and logo will appear on the front cover and at the bottom of most pages throughout. The sponsor is also entitled to a free A4 full colour advertisement on the back cover (final artwork to be provided by the sponsor).
Opening Reception £3,200
With an expected audience of more than 800 people, the opening reception provides an opportunity for delegates to sample a taste of local culture – including local beer, cider and a Ceilidh band with dancing. The sponsorship package includes: company logo on plasma screens announcing the event; company logo, 75-word entry and a half-page B&W advertisement in final conference programme (final artwork to be provided by the sponsor). A table will also be provided to display printed literature.
Conference Bag £tbc
Take this opportunity to sponsor up to 2,000 environmentally friendly conference bags. The sponsor’s name and logo will be printed on both sides of the bag (in conjunction with the EARLI logo). Final artwork is to be provided by the sponsor in agreement with EARLI. Bags will be sourced by the University of Exeter.
Conference USB Lanyard £tbc
A combined USB and lanyard, essential throughout the conference. The sponsor’s name and logo will be printed on all USB’s in conjunction with the EARLI logo; the lanyards will also be printed with the sponsor’s name. Information about sponsor will appear on opening powerpoint pre-loaded on the USB. Final artwork to be provided by the sponsor in agreement with EARLI; materials to be sourced by the University of Exeter.
Welcome/Information/Registration Desk £1,500
The information desk is a hub of activity and will be manned for the duration of the conference offering delegates general information about EARLI, the conference itself, as well as things to do and places of interest in and around Exeter. The sponsor will be able to exhibit their marketing material, display posters and provide handouts for delegates to take away.
Presidential Reception £800
A prestigious social event for up to 75 personally-invited delegates to be held in the Chapter House of Exeter Cathedral. The sponsorship package includes : sponsor’s logo printed on the personal invitations ; logo and 75-word company profile in the Conference Programme and Website ; and a table will also be provided for literature at the event.
Lunch and Refreshments £500 per hub
Take this opportunity to sponsor one of the Conference’s three refreshment ‘hubs’ in different locations within the University of Exeter. Each hub will provide delegates with morning and afternoon teas and coffees as well as lunch. Have a company display stand in the hub, with literature and a company representative as well as your company logo and profile in the Conference Programme and website.
Conference Water £2,000
Have your own branded, labelled bottled water given out to delegates throughout the conference. As well as your own label, the sponsor’s company logo and profile will also appear in the Conference programme and on the website. Final artwork to be provided by the sponsor; water to be provided by the University of Exeter.
Tours, Evening Events and Receptions
If you would like to sponsor any tours, evening events or receptions please let us know immediately. It would be great publicity for your company as well as enabling the EARLI Conference to offer many exciting and interesting events to our delegates.
Sponsorship Request Form
If you are interested in any of the packages mentioned above, please fill in the sponsorship request form which you can download here: Sponsorship_request_form_EARLI_2011
Please send the completed forms to earli@exeter.ac.uk before Friday 3 December 2010.
Thank you in advance.
Exhibitor Information
USEFUL CONTACTS
Exeter EARLI Office
Nichola Vickers web: www.earli2011.org
EARLI Co-ordinator
Room NC21
University of Exeter
St Lukes Campus Tel: +44 (0)1392 724830
Heavitree Road Fax:+44 (0)1392 724915
Exeter EX1 2LU Email: earli@exeter.ac.uk
Event Exeter
Steve Whyte
Event Manager
Reed Hall Tel: +44 (0)1392 215566
Streatham Drive Email: eventsteam@exeter.ac.uk
Exeter, EX4 4QR
VENUE INFORMATION
Venue:
University of Exeter Tel: +44 (0)1392 215566
Streatham Campus Fax +44 (0) 1392 723512
Devonshire House
Stocker Road web: www.exeter.ac.uk
Exeter EX4 4PZ
Access Address & Parking:
(No Access from Tuesday 30th Aug onwards)
To unload, Exhibitors can park in Car Park C, Stocker Road, opposite Exhibitors Hall (Lower Exam Hall) for up to one hour, subject to availability.
Exhibitors residing in University accommodation on campus may obtain a free car parking permit from the reception desk at their accommodation. Please note that car parking is subject to availability and may not be close to your accommodation. Other parking requires the purchase of a car parking ticket from the machines located near the car parks on campus at £3.00 a day.
For location of car parks, please visit www.exeter.ac.uk/visit/directions/carparks
Maps and directions:
Directions and travel information to the University of Exeter can be found on the links below.
Please click on the website and input the postcode EX4 4QJ – http://maps.google.co.uk/
For directions and travel information by Road, Rail or Air click on the following link: http://www.exeter.ac.uk/visit/directions/streatham/
Exhibition Area
The EARLI Exhibition will be held in the Lower Exam Hall. For the benefit of all delegates and exhibitors we would ask that all stands are maintained to a consistently high standard throughout the duration of the exhibition.
Exhibition Shell Scheme
Provided by - tbc
Exhibition Floorplan
A floorplan is yet to be confirmed. The stands will be allocated on a first-come-first-served basis. We will forward a floorplan and confirm your stand number prior to the event .
Exhibition Times
The exhibition will be open at the following times:
Monday 29th August 1100 -2300 - Exhibitors SET UP & furnish their stands from 11am. The hall will close at 11pm and all stands must be ready prior to this time.
Tuesday 30th August 1100 -1730 (Exhibition Open) Due to access, no deliveries can be accepted on Tuesday 30th August.
Wednesday 31st August 0830 -1730 (Exhibition Open)
Thursday 1st September 0830 -1730 (Exhibition Open)
Friday 2nd September 0830 -1730 (Exhibition Open)
Saturday 3rd September 0830 – 1200 (Exhibition Open)
Saturday 3rd September 1200 - 1800 (Exhibition Dismantle)
Setting-up
The shell schemes will be set up from 7am on Monday 29th August. Exhibitors can have access from 11am on the Monday. Unfortunately, we are unable to offer you the opportunity to set up stands on Tuesday morning as delegates have access to the area.
Dismantling
Please note that exhibitors are requested not to start packing up their stands until the close of the exhibition (1200hrs) on Saturday 3rd September as delegates have access to the area. Dismantling must be completed by 1800 hours.
Exhibition Stand, Booth Facilities, Shell Scheme Specifications
A blank shell scheme will be built for all stands with facilities as outlined below:
- * The shell scheme consists of 2.48M high panels covered in grey material. (This will accept graphics fastened with Velcro)
- * The booths are 3m x 2m and come with table and two chairs.
- * A fascia name board with the exhibitor’s name and stand number will be supplied as part of the stand.
- * Corner stands are open on two sides.
- * Spotlights are not included in the shell scheme
- * 1 x Twin electrical socket is available with each booth.
All other display equipment to be provided by individual companies as required. Please note appliances must have a valid portable appliance certificate.
Wi-fi Internet Connection
Wi-fi internet connection will be available in the Exhibition Hall. Exhibitors will be given a username and password on arrival at the conference.
Delivery Address for Exhibition Materials
Materials can be delivered for arrival from 0800 to 1800 hours on Friday 26th August, to be marked for the attention of:
EARLI Conferece
Lower Exhibition Hall
Devonshire House
Stocker Road
Exeter EX4 4PZ
Tel: +44 (0) 1392 215566
Important! For deliveries please:
- * Inform the EARLI office that you are sending a delivery (earli@exeter.ac.uk).
- * To avoid any confusion, all deliveries must be marked for the EARLI Conference and sent to the address above.
- * Ensure all deliveries have your company name, a contact name and phone number written on them.
- * Please the inform the courier company that they will need to park in Car Park C (free of charge) and deliver all parcels to the Lower Exhibition Hall, where there will be a porter in attendance. Car Park C is the closest delivery point to the Lower Exhibition Hall.
Accommodation
JIGSAW Conferences is the official housing agent for the EARLI Biennial Conference in Exeter and accommodation has been arranged at various hotels, B&Bs and guesthouses. There are different price bands from which you can choose. In order to reserve accommodation at your preferred hotel, it is recommended that you book your accommodation as early as possible.
To book accommodation, please go to www.earli2011.org and click on ‘Travel/Hotel/Venue’ drop down menu and then Hotel Bookings for all information you may need.
Refreshments/Meals
All exhibitors will receive a complimentary tea/coffee ticket for each day of the conference. Refreshments will be available at Refresh (above the exhibition area). Exhibitors are responsible for purchasing their own meals. Cafes are available in Reed Hall, the Business School, the Xfi building and Queens Building and there is an on campus supermarket that provides take-away snacks.
Insurance
All exhibitors are responsible for insuring against any legal liability incurred in respect of injury, loss or damage to property belonging to third parties if your corporate insurance does not already cover these. In addition, you should protect your expenditure against abandonment or curtailment of the event.
Advertising & Flyers
As part of package, your logo and a 75 –word entry will be placed in the EARLI Conference Programme. Please ensure you have sent the relevant information to the Exeter EARLI Conference Office.
The Conference Programme is referred to throughout the conference and also acts as a useful reference guide for delegates after the event – if you require further advertising the rates are:
Full page 185mm x 270mm (portrait) B&W £530.00
Half page 185mm x 132mm (landscape) B&W £405.00
Quarter page (portrait) B&W £200.00
Inside front cover 185mm x 270mm (portrait) Colour £690.00
Inside back cover 185mm x 270mm (portrait) Colour £690.00
Additionally, we are happy to insert flyers announcing new products, promoting your company’s services, etc. If you would like to place a flyer in the delegate packs, they must be no larger than A4 size. We will require 2000 copies and ask you to send a sample of the insert beforehand to the EARLI Exeter Office for approval.
We are happy to insert flyers at the following costs:
one page for £430 2-3 pages for £465 4-5 pages for £540 6-8 pages for £620
If you wish to take advantage of these opportunities, contact the EARLI Exeter Office.
Selling from Stands
Exhibitors are welcome to sell from their stands.
Free Conference Attendance for Exhibitors
Exhibitors will receive two complimentary badges for access to all sessions throughout the conference. The badges, delegate packs, complimentary coffee/tea tickets and Conference Programmes should be picked up on arrival from the Conference Registration Desk.
Storage and Security
Since the exhibition area is open to the public, exhibitors are advised to staff their stands at all times during the exhibition hours. EARLI and Exeter University accept no responsibility for stolen, broken or missing goods. The Lower Exhibition Hall is locked outside the exhibition hours. We advise all exhibitors to insure all items. We would appreciate your cooperation in enabling us to close the exhibition area on time each evening.
HEALTH & SAFETY
All exhibiting companies/participants are responsible for their staff, their Contractors, sub-Contractors and visitors on and around their stand from the first day of Build-up through to the last day of Breakdown. Shell scheme Exhibitors/Participants must ensure that all individuals, companies, exhibits, special features and materials they bring to the show comply with the Health & Safety at Work Act 1974, The Management of Health and Safety at Work Regulations 1999. All other legislation covering the venue and all activities undertaken within or with regard to the event ensuring that due thought and consideration is given to their own and others’ health, safety and welfare throughout the event, and that their actions - or inactions - do not give rise to accidents, injuries or an unsafe working environment so far as is reasonably practicable.
Shell scheme Exhibitors/participants are still required to complete and return the Health &
Safety Undertaking Form, but may not have to comply with points (b) and (c) unless featuring a hazardous exhibit/lifting operation, etc. Please mark ‘SHELL SCHEME’ and ‘NO HAZARD/ONLY LOW RISKS’ clearly on the returned form.
Exhibitor/Participant Checklist for Health & Safety
- * Identify who is responsible for H&S during the build up, open and breakdown phases
- * Appoint an H&S coordinator
- * Sign and return a copy of the attached Health & Safety Declaration Form. Please note that if this form is not signed and returned by FRIDAY 5th AUGUST this could lead to possible delays or exclusion from the exhibition area for the set up and subsequently the participation of the event.
- * Plan your time during Build-up and Breakdown
- * Review your findings after the show to discover areas which need attention, where accidents occurred and take the appropriate action for the future.
14th Biennial EARLI Conference for Research on Learning & Instruction
29th August – 3 September 2011
Exhibitor Health & Safety Declaration
Please fill out and return by Friday 5th August to Steve Whyte by post to the address below, or email to S.Whyte@exeter.ac.uk or fax to + 01392 723512
Reed Hall
Streatham Drive
Exeter
EX4 4QR
Any queries please call: Steve Whyte or Kelly Thacker on Tel: + 44 (0) 1392 215566
1. THE HEALTH & SAFETY DECLARATION
It is a condition of entry into the exhibition that every Exhibitor, Contractor, Sub-Contractor,
supplier and their agents comply with all the requirements of the Health and Safety at Work Act 1974, The Management of Health and Safety at Work Regulations 1999. Every exhibitor must provide a risk assessment and/or where applicable method statements covering the activities on the stand.
The Exhibitor accepts that it is their legal and moral responsibility to ensure that their own and others’ health and safety is not put at risk by their actions (or inactions) throughout tenancy.
Our Health & Safety representative on the stand will be....….....................................................
Position.................................................................Mobile N°:...............................…………...........
Exhibitor...............................................................Stand N°:.............................……………….........
Address ......................................................................................................................................
................................................................................……………Postcode:…………............................
Tel:..............................................................................Fax:....................................………...…........
TO BE SIGNED BY A SENIOR PERSON WITHIN THE EXHIBITING COMPANY:
Authorised by............................................................Date................................………....….......
Print:...........................................................................Position..................................……………....
a) (EXHIBITORS USING SHELL SCHEME) We are SHELLSCHEME only. We have trained and made our stand staff aware of the potential risks present onsite and we will copy them in with the Safety Bulletin. Our exhibits, demonstrations and work practices cause NO HAZARDS/ ONLY LOW RISK to either ourselves or others onsite.
b) (EXHIBITORS NOT USING SHELL SCHEME) We are SPACE ONLY. My principal Contractor has undertaken specific Risk Assessment for this event in accordance with HASAWA74 and s/he has trained and notified his/her staff and sub-Contractors in all such areas identified as being of risk. Copy is enclosed.
c) (EXHIBITORS USING CONTRACTOR(S) ON SITE) I have ensured that our principal stand Contractor(s) has a suitable and sufficient Method Statement prepared for the show - and s/he has satisfied me of his/her competence to undertake the tasks required of him/her: Copy is enclosed.
d) (ALL EXHIBITORS) I will make available at the IATEFL Annual Exhibition a copy of our own company’s Health & Safety Policy and Risk Assessment. Our stand staff will be sufficiently instructed and trained in relevant matters in order to carry out their tasks competently
