Cape Town International Convention Centre, South Africa
EXHIBITION PROSPECTUS
14th International Congress of the International Radiation Protection Association
Letter of Invitation Dear Colleagues, IRPA14: “PRACTISING RADIATION PROTECTION: sharing the experience – new challenges” We are delighted to invite you to participate as an exhibitor and/or sponsor in the 14th Congress of the International Radiation Protection Association (IRPA) in Cape Town, South Africa in 2016, which will be held at the Cape Town International Convention Centre from 9 - 13 May 2016. IRPA is the international voice of the radiation protection profession and promotes excellence in national and regional associate societies and radiation protection professionals by providing benchmarks of good practice and enhancing professional competence and networking. The Congress is being hosted on behalf of IRPA by the South African Societies for Radiological Protection (SARPA and SARPS). It is anticipated that the 14th IRPA International Congress in Cape Town will be the largest ever gathering of radiation protection professionals from around the world, and will share good practice and identify the key issues for our profession. We look forward to welcoming you to Cape Town for an excellent congress in 2016, and in particular to delivering on our congress theme ‘Practising Radiation Protection: sharing the experience – new challenges’. The value of fully engaging with society and its representatives, and encouraging involvement in decision making processes, is increasingly recognised. Indeed, many experiences have shown that it can be impossible to move forward successfully without structured and meaningful engagement with stakeholders. The details of the exhibition opportunities are incorporated in the ensuing pages in this document. We hope that you will consider supporting this prestigious and enjoyable Congress and we look forward to seeing you in Cape Town in 2016.
Exhibition Prospectus
Yours sincerely
Thiagan Pather Doug Chambers Congress President and Congress Support & Exhibition Congress Organising Committee Chair of the Sponsorship Coordinator IRPA14
2
What is IRPA IRPA is the international professional society for radiation protection. It promotes excellence in the practice of radiation protection through national and regional associate societies for radiation protection professionals by providing benchmarks of good practice and enhancing professional competence and networking.
IRPA Countries
The primary purpose of IRPA is to provide a medium whereby those engaged in radiation protection activities in all countries may communicate more readily with each other and through this process advance radiation protection in many parts of the world. This includes relevant aspects of such branches of knowledge as science, medicine, engineering, technology and law, to provide for the protection of man and his environment from the hazards caused by radiation, and thereby to facilitate the safe use of medical, scientific, and industrial radiological practices for the benefit of mankind. It is a major task for IRPA to provide for and support international meetings for the discussion of radiation protection. The International Congresses of IRPA itself are the most important of these meetings. These have been held every four years since 1966, in between these events there are also a series of regional Congresses. For all Associate Societies of IRPA and individual members, it is an important objective to attend the next International IRPA Congress. For many other related professions it is an excellent opportunity to communicate on the achievements, scientific knowledge and operational experience in radiation protection.
3
Exhibition Prospectus
The IRPA membership comprises about 18000 individual members representing 50 national and regional Associate Societies in 65 countries.
Congress Overview The Southern African Radiation Protection Association (SARPA) and the South African Radiation Protection Society (SARPS) will jointly host the 14th IRPA International Congress, which will take place in Cape Town, South Africa from 9 – 13 May 2016. The International Congress will follow the theme “Practicing Radiation Protection – Sharing experience and new challenges” and will mark two unique milestones – • Celebration of the 50th anniversary of the founding of IRPA and • first IRPA International Congress to take place on the African Continent
IRPA 50th Anniversary The 50th anniversary of international collaboration amongst radiation protection professionals worldwide, under the IRPA banner, will be celebrated with a session dedicated to the achievements and milestones that have marked this period. The session will take place prior to the IRPA General Assembly and will provide a unique insight into the role and influence of professional societies and IRPA in the evolving world of radiation safety.
Preliminary Scientific Programme
Exhibition Prospectus
The Congress theme, “PRACTISING RADIATION PROTECTION, sharing the experience – new challenges” will be elaborated through three broad thematic areas of the radiation protection system; science, philosophy and practice and it will be structured in a series of keynote plenary presentation sessions, parallel topical sessions, poster sessions, key issue discussion sessions and plenary summaries. The thematic areas will be broken down further to address: •
Fundamental Science - Epidemiology and risk factors - Biology - cell studies and effects - Radiation dosimetry – detection and measurement - Radiation risk assessment
•
Philosophy and Principles - The safety framework - International recommendations and standards - Legal and regulatory matters
•
Practical Application - Nuclear fuel cycle - Medical applications - Non ionising radiation - Industrial applications - Mining, minerals processing and natural radiation
42
Cross cutting and thematic issues will feature throughout all the sessions and will include inter alia: - - - - - - - - - - - -
Occupational, public, patient and environmental protection Justification and optimisation Emergency planning and preparedness Waste management Transport Rehabilitation Multi stakeholder relations and communication Radiation protection culture and ethical issues Educational outreach Decommissioning Nuclear security Integrated management systems
The programme structure will enable delegates to gain an overview of radiation protection science, philosophy and practice, to engage in detailed discussion and debate around key issues in their particular area of interest and to hear summaries of all the deliberations. Particular consideration will be given to distilling the key messages from poster presentations and featuring them in the discussion of key issues and the presentation of conclusions. Opportunities for developing the congress theme through these topics will include: public lectures; involvement of politicians and decision makers; explorations of how the media address radiation issues; perspectives from other risks - e.g. chemicals, transport etc.; wider interest group/ non-governmental organisation (NGO) views; presentations and discussions of minority views; risk perception and communication.
IRPA 14 Trade Exhibition A trade exhibition will be held in conjunction with IRPA14 The Trade Exhibition area covers 4 442 square metres of floor space with easy access in Hall 1 & 2 at the Cape Town International Convention Centre. The halls are air-conditioned and the centre’s expert technical team services all facilities.
• • • • • •
Meeting international experts and decision makers in radiation protection Enhancing your Company profile on the national and international stage Achieving broad exposure over an extended period of time Using this opportunity as a launching pad for new product developments Increasing customer contact and business opportunities Providing a unique “hands on” experience with your products by exhibiting in the “Best Convention Centre in Africa”
Exhibition Dates Build Up
Welcome Reception Exhibition Times
Breakdown
Saturday, 7 May 2016 Sunday, 8 May 2016 Sunday, 8 May 2016 Monday, 9 May 2016 Tuesday, 10 May 2016 Wednesday, 11 May 2016 Thursday, 12 May 2016 Thursday, 12 May 2016
17h00 – 23h00 08h00 – 15h00 18h30 – 21h00 09h00 – 17h00 09h00 – 17h00 09h00 – 17h00 09h00 – 14h00 14h00 – 18h00
Exposure
To maximise delegate exposure to the Exhibitors: • The welcome reception will be held in the Exhibition hall • Tea / Coffee and lunch will be served in the Exhibition hall • The Wi-Fi Lounge will be located in the Exhibition hall • The Posters will be located near the Exhibition
5
Exhibition Prospectus
Reasons to Exhibit
Exhibition Stand Space: Floor Space Size and Cost
The stand sizes will be 3m x 3m (9m²) or a combination of this size for multiple stands. The space only (no electrics, furniture or carpeting) stand costs: ZAR3,600 plus 14 % VAT per m² for bookings made by 30 September 2015 ZAR4,000 plus 14 % VAT per m² for bookings made between 1 October and 15 January 2016 ZAR4,600 plus 14 % VAT per m² for bookings made after 15 January 2016 The stand price includes: • Promotion of the event • Daily cleaning of public areas • General Exhibit hall security service • One Congress Programme per 9 m² stand • Attendance at Opening and Welcome • Company list and exhibitor floor plan in official Congress documents • Tea / coffee • Floor space • Exhibitor manual • 2 Free Exhibitor Registrations per 9 m² purchased A deposit of 50% of the total stand value is required on successful booking and submission of the invoice and the balance of the amount is due on 1 October 2015. An Exhibitor Registration Form must be completed and sent to Turners Conferences together with the deposit to confirm your exhibition booking.
Optional: Shell Scheme Package
3m x 3m (9m²) shell scheme ZAR 3 500.00 plus VAT Options exist to purchase a standard octanorm shell scheme package that includes:
Exhibition Prospectus
• • • • •
One x 220 volt/15 amp electrical power unit 2 standard spotlights behind fascia Company name on fascia in standard format 1 rectangular table and 2 chairs Standard Carpeting
Additional furniture and fittings may be ordered as required and a detailed order form will be included in the Exhibition Manual.
Exhibitor Manual / Exhibition Catalogue
The Exhibitor Manual will be published on the website from January 2016. An exhibition catalogue containing corporate and product information related to participating Exhibitors will be produced for the delegates.
62
IRPA 14 Trade Exhibition Layout
7
10
7
10
10
10
10
1
2
3
16
15
14
lunch
10
10
10
10
10
10
10
10
lunch
lunch
17
18
19
28
27
26
10
10
29
30
14
14
4
5
6
13
12
11
lunch
14
14
14
10
10
43
lunch
32
31
33
lunch
40
41
42
lunch
10
14
lunch
lunch
20
21
22
25
24
23
34 tea / coffee
44
14
14
14
7
8
10
9
7
7
14
14
14
45
46
47
56
55
54
39
lunch
lunch
35
36
38
37
48
49
50
53
52
51
57
58
59
60
61
62
63
64
65
66
67
68
80
79
78
77
76
75
74
73
72
71
70
69
tea / coffee
tea / coffee
7
11
11
10
10 37
7
7
tea / coffee
lunch
lunch
7 7
14
lunch
10
57
10
tea / coffee
7
10
7
7
7
Exhibition Prospectus
10
Website The Congress website contains detailed information on all aspects relating to IRPA14 and is live already. It will be continually updated, so please visit it regularly.
www.irpa2016capetown.org.za Register your interest on the website to receive regular updates and information about the Congress.
Venue IRPA14 will be held at the Cape Town International Convention Centre, (CTICC) which has been voted ‘Best Convention Centre in Africa’ for the 10th year. Located in the hub of the city’s beautiful northern foreshore, the Cape Town International Convention Centre (CTICC) is a cosmopolitan showcase where ideas and cultures from around the globe are able to meet and mingle against the stunning backdrop of Table Mountain. World-class standards and venue specifications mean that the CTICC can not only meet our Congress expectation, but will also ensure that the experience as a whole is an unforgettable one. Two auditoria with superb acoustics, top-of-the-range technology, and ergonomical design seats featuring writing tablets, provide ideal venues for large formal gatherings, lectures, awards evenings or even theatre productions. Spacious and sub-divisible, meeting rooms of varying sizes, each accommodating up to 330 delegates, can be set up to suit a variety of functions or presentations.
Destination Cape Town
Exhibition Prospectus
Cape Town is the quintessential melting pot: it is a city alive with creativity, colour, sounds and tastes. While walking through the city’s streets and meeting its people, you will fall in love with its natural beauty, creative freedom and incredible spirit. Cape Town is a city where the unexpected is always just around the corner and the beautiful province of the Western Cape lies ready to be explored across the city border. Accommodation is available to suit all tastes and budgets, from luxury five star establishments to modest guesthouses and bed and breakfasts. These have been pre-booked for the Congress and delegates will be able to secure their choice of venue at preferential rates through the Congress organisers.
28
A wide range of attractive tours and excursions will be on offer to visitors and these will be of a cultural, historical and geographical nature. From townships to wildlife reserves, shopping malls to vineyards, there will be something to delight everyone. Particular emphasis will be placed on the Congress social programmes that will enable delegates and their partners to experience our amazing hospitality. The experience will be unforgettable.
Contact Us For all information about sponsorship and exhibition opportunities please contact: Congress & Exhibition Organisers Catherine Taylor Turners Conferences & Conventions (Pty) Ltd PO Box 1935 Durban, 4000 South Africa Telephone: +27 31 368 8000 Fax: +27 31 368 6623 Email: sales@irpa2016capetown.org.za
Application and Contract for Exhibition Terms and Conditions of Application and Contract Terms of Payment • 50% deposit invoice will be issued on receipt of Application Form and Contract • Final balance invoice will be issued October 2015 • All invoices must be settled within 30 days, non-receipt of payments may result in release of reserved items
Exhibition Layout The Organisers reserve the right to change the exhibition floor layout if necessary. The Organisers reserve the right in unforeseen circumstances to amend or alter the exact site of the location of the exhibition and/or stand and the Exhibitor undertakes to agree to any alteration to the site or the space re-allocated by the Organisers. Liability The Organisers accept no responsibility for any damages if the sponsored event is not performed because of any obstacle or hindrance outside the control of the Organisers, which the Organisers could not reasonably have foreseen when signing this contract and which the Organiser could not have avoided at a reasonable effort or cost. Such obstacles and hindrances include, but are not limited to, the outbreak of war, civil riots, governmental or other obstacles for the freedom of travel, union actions, natural disasters, fire, flooding and any other circumstances that fall within the meaning of the above.
9
Exhibition Prospectus
Cancellation Policy • All cancellations must be made in writing to the Congress Secretariat and the following cancellation policy will be enforced • 10% of the contract price if cancellation is received up until 9 months before the start of the Congress • 50% of the contract price if cancellation is received up until 6 months before the start of the Congress • 100% of the contract price if cancellation is received less than 3 months before the start of the Congress
Exhibitor application form: IRPA14 Please complete and return to Turners Conferences: Attention Catherine Taylor Tel: +27 31 3688000 | Fax: +27 31 3686623 | Email: sales@irpa2016capetown.org.za
COMPANY DETAILS Company Contact Person
Position
VAT Number Address
Zip Code
City
State
Country
Cell Number
Office Telephone
Email EXHIBITION Preferred Exhibit Stand Space Stand Number/s
1st Choice
2nd Choice
3rd Choice
Shell Scheme Package Shell Scheme Package ZAR3500.00 (octanorm, plug point, fascia, 2 spotlights behind fascia, table and 2 chairs)
Additional Fascia ZAR400.00
ORDER SECTION Stand Value
R
Shell Scheme Value
R
Additional Fascia Value:
R
Sub Total
R
Add 14% VAT
R
Grand Total
R
I/we am aware of the financial and administrative conditions for Exhibitors and I/we agree to abide by those conditions.
Exhibition Prospectus
Signature Name (Print)
Date
Bank Transfers to: Turners Conferences-IRPA14, First National Bank Durban Branch, Branch Code 221426, Account No. 6235 759 3253. Payment of 50% of the total Exhibitor value selected must accompany this form SPONSORSHIP If you are also interested in becoming a SPONSOR to this prestigious event, please indicate with an X in the box and we will send you information on sponsorship opportunities
10 2
Exhibition Prospectus
NOTES
11
IRPA14: CAPE TOWN 14th International Congress of the International Radiation Protection Association “PRACTISING RADIATION PROTECTION: sharing the experience – new challenges”
9 – 13 May 2016 Cape Town International Convention Centre Cape Town, SOUTH AFRICA www.irpa2016capetown.org.za