Partnership & Exhibition Opportunities...Advert in ARMA’s The Protagonist magazine Full page Half page Exhibition space, shell scheme, to include name signage, power and furniture

10 & 11 June 2020 - ICC Wales #ARMA2020

Partnership & Exhibition Opportunities

2 - ARMA 2020 WWW.ARMA.AC.UK

CONTENTS

Welcome

About ARMA

Reasons to partner

Partnership Overview

Partnership Opportunities

Symposia Partnership

Other Opportunities

Exhibition Opportunities

Exhibition Floorplan

Terms and Conditions

Booking Form

3

4

5

6

7

9

10

12

13

14

15


WELCOME

It’s our very great pleasure to invite you to join us for our annual conference in Wales this June.

The Association of Research Managers and Administrators has 3,000 members representing most of the UK’s higher education institutions and research institutes. Our members are in the business of supporting the UK’s outstanding academic research community, whether by assisting with applying for grant funding, helping manage research projects or driving public engagement with science.

Our Association is about helping skill and resource these outstanding people and annual conference is our flagship event of the year. We anticipate around 700 research leaders, managers and professional services staff will gather to see a range of impressive speakers address pressing issues of the day and attend a whole range of parallel workshops and interactive sessions.

‘ARMA 2020: Pathways to Inclusion Driving Change’ will focus on how our work within Research Management and Administration connects to issues of Equality, Diversity, and Inclusion. We will focus to how RMA work intersects with EDI to ensure it is not only considered, but applied in the governance, strategy and daily practices and processes of Research Management and Administration, at both institutional and national levels.

We have an amazing space this year at the brand-new International Convention Centre (ICC Wales) set in acres of stunning woodland. You can choose from an exhibition stand in our 2,000sqm hall to a highly visible sponsorship positioning you as a thought leader in our field. Our Conference team can work with you to develop the right strategic package to help you achieve your goals.

Our partners and exhibitors are fundamental to the conference experience and play an integral part in its success, this year we have amended our offer to ensure higher exposure to our supporters as well as an increased return on your investment. We hope you will be able to join us in Wales!

Linsey DicksonDirector of Conference


ABOUT ARMA

ARMA 2020: Pathways to Inclusion > Driving Change www.armaconference.com

ARMA (UK) is the professional association for research management in the UK. We represent research leaders, managers and administrators, offering professional development and opportunities to build networks, knowledge and skills.

With over 3,000 members, we work with UK-wide and international bodies to influence and understand the changing research management agenda, translating the impacts of that change for our members. We work with others to promote public trust in research, communicating its benefits and value. Most of all, we work to enhance research management as a professional partner in the UK research environment.

Equality, Diversity and Inclusion (EDI) in Research and Research Management and Administration takes many forms and is increasingly gaining national and international recognition in Higher Education. Equality Impact Assessments, for instance, are part of the Research Excellence Framework and are also being developed by research funders to consider the profile of who and what is being funded. As the diversity of the research base increases, it is increasingly important that we ensure that our processes, policies and practices are inclusive.

This conference provides an opportunity to think deeply about how our work within Research Management and Administration connects to issues of Equality, Diversity, and Inclusion. ARMA is keen to give focus to how RMA work intersects with EDI to ensure it is not only considered, but applied in the governance, strategy and daily practices and processes of Research Management and Administration, at both institutional and national levels.

Delegates will have the opportunity to share best practice and to consider new ways of working. We welcome a diverse range of thoughts and perspectives and would like to encourage proposals on a range of issues related to EDI work, such as (but not exhaustively):

How can we ensure that our research environments are diverse, representative, and inclusive? How can enhance peer review processes so that they are fair and robust? What interventions can we put in place to foster more inclusive working environments for

researchers and research professionals? What could we change about planning and project management processes so that they incorporate

greater flexibility and support inclusion? To what extent might current policies and practices lead to feelings of exclusion or othering? How can we make research partnerships ethical, fair and transparent?


REASONS TO PARTNER

Exposure to a defined marketplace of UK based research leaders, managers and administrators

Network with a huge variety of industry representatives and higher education delegates

Alignment with innovative current-and next- generation thinkers

Bring your brand to hundreds of the most influential decision makers

Secure a platform on which to profile your organisation to a national talent pool

Connect directly to hard-to-reach opinion leaders

Increase credibility, expand loyalty and build opportunities with new and existing clients

Promote your products, services and research to our international audience

Reinforce and strengthen your brand position within our community

Foster collaborations and build new business relationships

Generate new ideas & build your knowledge

Show your support to the research administration community & forge a strong association with this prestigious national event

An opportunity for your staff to connect face to face with the most influential people, bodies and organisations in higher education, research leadership and management in one place over a short period of time

Capitalise on an ideal opportunity to inform and update delegates on new initiatives and developments in your own organization


PARTNERSHIP OVERVIEWPARTNERSHIP PACKAGE PRINCIPAL ASSOCIATE SYMPOSIA EXHIBITOR

Official Designation as Principal Partner of ARMA 2020

10 min PowerPoint loop or video played to delegates as they enter and are seated in the main Plenary

10 minutes

Acknowledgement of your support presented to delegates by Conference Chair during opening Plenary

2 minutes + Overall partner

recognition

In overall partners

In overall partners

Your logo displayed on all delegate badges

Advert in ARMA’s The Protagonist magazine Full page Half page

Exhibition space, shell scheme, to include name signage, power and furniture

4m x 3m (12m2) 3m x 3m (9m2) Various sizes available

Full exhibitor passes x 3 per day x 2 per day x 2 per day

Conference delegate passes x 3 per day x 1 per day x 2 on day of Symposia

Gala Dinner x 6 x 3

Use of ARMA Sponsor logo on your company communications

ARMA Conference website Logo, and url link On all pages On Supporters page

On Supporters page

Conference App, company name, logo, description and URLPrincipal Partner

Associate Partner

Banner advert on the Conference App

Dedicated messages to all delegates from the Conference App x 3

Logo on all ARMA 2020 PowerPoint holding slides, in all rooms

Logo on electronic locations at the venue All Selected Selected

Logo on the registration desks

Logo on all ARMA Event Team t-shirts

Banner stands erected within the venue

x 2 (in addition to your exhibition

space)

Banner within your Symposia

room

Pre-Conference ARMA eNews distributed to 3,000+ individuals promoting your company and your support of the event

x 1 x 1

Acknowledgement on all social media on ARMA platforms’ Twitter and LinkedIn (to include dedicated messaging from the Conference Organising Group)


PARTNERSHIP OPPORTUNITIES

The Principal Partner is seen as our Conference’s main sponsors. We have amended this package to previous years to offer a higher exposure to our Partners as well as an increased return on investment to meet your organisation’s business and marketing objectives.

We have identified an extensive list of components in this Principal Package which are outlined below. There is a high degree of flexibility within this package, to ensure that your organisation’s specific partnership requirements are achieved and we are more than happy to discuss these requirements with you.

Official Designation as Principal Partner of ARMA 2020 10 min PowerPoint loop or video played to delegates as they enter and are seated in the main

Plenary Acknowledgement of your support presented to delegates by Conference Chair during opening

Plenary Your logo displayed on all delegate badges Full page advert/editorial in ARMA’s The Protagonist magazine that is distributed to our 3,000

members, post Conference, in the Spring / Summer 2020 edition Premium exhibition space, 4m x 3m (12m2) 3 full exhibitor passes for two days (excludes accommodation) 3 full Conference delegate passes for two days (excludes accommodation) 6 places at the Gala Dinner Use of ARMA Sponsor logo on your company communications Company logo on all pages of the ARMA Conference website as a key partner Company name, logo, description and URL on all pages of the ARMA Conference website as a key

partner on Supporters page Principal Partner on the Conference App, company name, logo, description and URL Banner advert on the Conference App 3 dedicated messages to all delegates from the Conference App Your logo on all ARMA 2020 PowerPoint holding slides, in all Conference rooms Your logo on all electronic locations at the venue Your logo on the registration desks Your logo on all ARMA Event Team t-shirts Two banner stands erected within the venue in addition to your exhibition space Pre-Conference ARMA eNews distributed to 3,000+ individuals promoting your company and your

support of the event Acknowledgement on all social media on ARMA platforms’ Twitter and LinkedIn (to include

dedicated messaging from the Conference Working Group)

(Maximum of 3 available)Principal Partner of ARMA 2020 £9,500


PARTNERSHIP OPPORTUNITIES

Official Designation as Associate Partner of ARMA 2020 Verbal recognition by the Conference Chair acknowledging your Support to all delegates Use of ARMA Sponsor logo on your company communications Company name, logo, description and URL on ARMA website Supporters page Company name, logo, description and URL on App Supporters Page Premium exhibition space, 3m x 3m (9m2) 2 Complimentary exhibitor passes (excludes accommodation) 1 Conference delegate pass (excludes accommodation) 3 places at the Gala Dinner Your logo on selected electronic locations at the venue Associate Partner on the Conference App, company name, logo, description and URL Pre-Conference ARMA eNews distributed to 3,000+ individuals promoting your company

and your suppport of the event Half page advert/editorial in ARMA’s The Protagonist magazine that is distributed to our

3,000 members, post Conference, in the Spring / Summer 2020 edition Acknowledgement on all social media on ARMA platforms’ Twitter and Linkedln (to

include dedicated messaging from the Conference Working Group)

Associate Partner of ARMA 2020 £6,500


SYMPOSIA PARTNERSHIP

Organised by the Partner, the Symposia will take place on site and will be included in the official conference schedule and on the registration system. Each session will last for 60 minutes (over lunch) and the sponsored symposium should receive the endorsement of the Conference Working Group.

The price includes the following benefits:

Official Designation as Symposia Partner of ARMA 2020

Use of ARMA Sponsor logo on your company communications

Company name, logo, description and URL on all pages of the ARMA Conference website as a key partner on Supporters page

Your logo on selected electronic locations at the venue

Acknowledgement on all social media on ARMA platforms’ Twitter and LinkedIn (to include dedicated messaging from the Conference Organising Group)

Complimentary use of an official meeting room at the venue (subject to availability)

A 60-minute dedicated session time included in the conference programme

2 complimentary registrations for the day of your Symposia (to include presenters)

Banner branding in the meeting room (supply own banners)

Product display and distribution in the meeting room (subject to venue and Conference Organising Group approval)

Recognition as a Symposium Sponsor in official conference material

Inclusion of your Company name, link to home site and logo on the website

Communications for Symposiums sent by email (by the organiser) to registered delegate list to alert them to your content and to encourage attendance

Complimentary use of standard audio-visual and technical equipment as existing in that room (technicians not included)

Logo branding on the ARMA 2020 sponsors page of conference programme

Catering and human resources are not included

We can offer two Symposia’s over lunchtimes.

SYMPOSIA PARTNERSHIP £2,500


OTHER OPPORTUNITIES

Delegate Badge and Lanyard Partner £3,500

Your logo displayed on all delegate badges (in addition to the Principal Partners) Your logo displayed on all delegate lanyards Company name, logo, description and URL on ARMA website Supporters page Company name, logo, description and URL on App Supporters Page Use of ARMA Sponsor logo on your company communications 1 Conference delegate pass (excludes accommodation) Verbal recognition by the Conference Chair acknowledging your support to all delegates

The opportunity to address the entire audience at the Gala Dinner with a 5 minute welcome presentation

Branding on Gala Dinner Drink Reception promotion Company name, logo, description and URL on ARMA website Supporters page Company name, logo, description and URL on App Supporters Page Use of ARMA Sponsor logo on your company communications 2 Gala Dinner guests only (excludes accommodation) Verbal recognition by the Conference Chair acknowledging your support to all delegates

Gala Dinner Drinks Reception Partner £3,500

Your Logo on delegate bags issued to all attendees Company name, logo, description and URL on ARMA website Supporters page Company name, logo, description and URL on App Supporters Page Use of ARMA Sponsor logo on your company communications 1 Conference delegate pass (excludes accommodation) Verbal recognition by the Conference Chair acknowledging your support to all delegates

Delegate Bag Partner £3,500


OTHER OPPORTUNITIES

Your logo on the Conference Pen (you can supply your own pens for distribution)

Conference Pen £1,000

Your logo on the Conference Notebook (you can supply your own notebooks for distribution)

Conference Notebook £1,000

Your logo on all ARMA Event Team t-shirts (in addition to the Principal Partners)

Event Team Clothing £1,000

Sponsored message to all delegates via the Conference App

Conference App Messages £1,000

Sponsored banner advert to all delegates via the Conference App

Conference App Banner Advert £1,000

Provide a complimentary Barista station for delegates to enjoy a range of drinks, branded with your logo

Conference Barista Partner £3,500

APPBANNER

APP


CompanyRates

EXHIBITION OPPORTUNITIES

The Exhibition of ARMA 2020 will be held in the ICC Wales, 10th - 11th June 2020

This provides an excellent opportunity for delegates to interact with commercial companies and to familiarise themselves with the latest advances within their field. Our delegates increasingly welcome the opportunity to tap into the expertise provided by exhibitions to answer questions and provide product demonstrations. All exhibitors are asked to ensure that their exhibition stands are interactive in some way to engage delegates. Please discuss with our Commercial Team the options you might consider to ensure this. In addition to the commercial exhibition and the scientific posters, lunch, tea and coffee breaks will take place in the exhibition area in order to maximise the amount of time delegates spend within the exhibition.

This price includes: Shell scheme and name plate Power supply x 1 (additional power supply is charged separately). Wi-Fi One table and two chairs Spotlights Two exhibitor passes, extra exhibitor passes need to be booked at a rate of £350 This includes access to the exhibition area, name badge and Conference Programme The exhibiting company will be listed in the exhibition section on the ARMA 2020 Conference

website The exhibiting company will be listed in the exhibition section on the ARMA 2020 Conference App All additional AV equipment, furniture, printed material, etc. can be booked through our preferred

suppliers whose details will be available through the exhibitor’s manual which will be communicated to all confirmed exhibitors

Please note this excludes accommodation

6 (3m width x 2m depth) £2,500




AR

EA(m

2 )


FLOOR PLAN OF EXHIBITION AREAThis is the ARMA 2020 exhibition floor plan; please indicate your preference booth number when you are booking your exhibition stand. Please note that the organisers will allocate exhibition booths on a first come first served basis and based on the profile of the organisation. The organisers will confirm your exact exhibition stand number within 5 working days of booking.

Please note the organisers reserved the right to amend this floor plan.

Stand Available

Stand Sold

ENTR

AN

CE &

EXITEN

TRA

NC

E & EXIT

ENTRANCE & EXIT

213m x 3m

13m x 3m

53m x 3m

63m x 3m

73m x 3m

83m x 3m

226m x 3m

326m x 3m

356m x 3m

203m x 3m

23m x 3m

103m

x 3m9

3m x 3m

154m x 3m

193m x 3m 17

3m x 2m

143m

x 2m29

3m x

2m

133m

x 2m28

3m x

2m

123m

x 2m27

3m x

2m

113m

x 2m26

3m x

2m

33m x 2m

43m x 2m

183m x 3m

163m x 2m

234m x 3m

243m x 2m

253m x 2m

304m x 3m

334m x 3m

314m x 3m

344m x 3m

CATERING

CATERING

PO

STER

S

CATERIN

G

CATERING

SEATING


TERMS AND CONDITIONS

Acceptance of General TermsThose wishing to participate as a partner or exhibitor unreservedly accept, and undertake to comply with these general terms. The event organiser reserves the right to give notice should any new provisions, circumstances or changes in the interest of the event occur.

Letter of CommitmentIf you would like to be a partner or exhibitor, please complete and return the relevant booking / application form(s) ensuring that you indicate you have read and agree to the ARMA 2020 code of conduct. Upon receipt of the completed booking form, KC Jones conference&events on behalf of ARMA Ltd will then proceed to issue your company the necessary invoice with full payment instructions.

Cancellation of ARMA 2020It is mutually agreed that in the event of total or partial cancellation of the meeting due to fire, strike, natural disaster (either threatened or actual), government regulations or causes which would prevent its scheduled opening or continuance, this agreement will be terminated immediately, and ARMA 2020 shall determine an equitable basis for the refund of a portion of the partnership item(s) purchased, after due consideration of expenditures and commitments already made. Under no circumstances is ARMA 2020 responsible for any exhibitor’s expenses (such as travel, lodging, or exhibit shipping), or any other incidental or consequential damages.

Payment Terms

Payment PolicyAll prices are quoted exclusive of VAT, unless otherwise stated. Partners and exhibitors will be invoiced as follows:

• 100% of package will be invoiced on receipt of application

• All payments must be made in sterling.

If a partner/exhibitor pays registration fees for invited participants, these fees

cannot be offset against the partnership/exhibition amount; this applies to all

categories of partners. Registration fees must be paid separately in all cases.

Cancellation PolicyCancellations and changes to your original booking must be made in writing to KC Jones Ltd. For cancellations made:

• From six months prior to the conference will incur a cancellation fee of 40%.

• From four months prior to the conference will incur a cancellation fee of 100%.

Unscheduled Meetings and EventsDuring ARMA 2020, no participant, partner or exhibitor may organise, attend or favour meetings, gatherings or any other events, relating to the topics covered by the conference, which shall not have been reported to, and approved by, the organising committee beforehand.

Staffing of StandsExhibitors will be required to ensure that their stands are staffed during the opening hours of the exhibition and must not dismantle their stands before the published closing time.

Product DisclaimerARMA 2020 does not, in any manner, endorse any of the products or services related to the exhibitions which have been accepted for display during the meeting.

ARMA 2020 LogoExhibitors and partners are permitted to use the ARMA 2020 logo which can be obtained from the organisers upon request.

Security and InsuranceThe Organisers will not be held responsible for any loss or damage to exhibitor’s goods and exhibitors are reminded that they should undertake the arrangement a public liability insurance policy providing cover for any/ all loss/ damage caused to third parties for which it is liable (including all regular and temporary staff). The policy shall include a ‘rental risks’ clause to cover loss, theft, damage to alVany equipment that it is the custodian. Upon request, the organiser will be provided with copies of such policies.

Health and Safety at Work RegulationsIt is the responsibility of the exhibitor to ensure that his contractor, employees, displays and exhibits comply with the latest legislation regarding Health and Safety at Work regulations.

DamagePartners and exhibitors shall leave the shell scheme and hired equipment in the same good condition that it was found in and will be liable for any damage caused as a result of their facilities and decoration.

Distribution of MaterialsAny distribution of advertising materials, corporate leaflets, invitations or flyers may only be carried out from the exhibitors stand or within the pre-reserved meeting room. Please seek approval prior to handing out any consumable products.

Intellectual PropertyUnless otherwise provided for in writing, the copyright and other intellectual property rights held over all the organiser’s offers, publications and other products or services shall remain its property. Any rights which may be granted by the organiser are destined for the participant’s sole use and may not be assigned, transferred or granted under sub-licences without the organiser’s prior agreement. Granted rights shall be non-exclusive. The participant shall not acquire any intellectual property right over the services and products offered by the organiser.

Trademarks and LogosThe partners and exhibitors shall be personally responsible for any authorisations relating to copyright or related rights, originating from the elements of any nature whatsoever which it provides or uses during the event. It shall hold the organiser harmless as regards any action in this respect. Moreover, the participant hereby expressly authorises the organiser to use the candidate’s trademarks and logos within the strict framework of the event for its organisation and promotion.


BOOKING FORMPARTNERSHIP, ADVERTISING & EXHIBITION OPPORTUNITIES

Please scan and complete this form and email it along with an EPS version of your company logo and a 75-word company biography to [email protected]

Payment terms: 100% payment is due on booking. The sponsor/

exhibitor’s logo and company biography will not be included on any promotional materials until full

payment is received.

Cancellation Policy: Cancellation within four months prior to the

conference will incur a cancellation fee of 40% Cancellation within two months prior to the

congress will incur a cancellation fee of 100%

PARTNERSHIPI would like to confirm

__________________________________________

(Please specify what partnership you would like to confirm)

Total Cost: £ _______________________________plus VAT at 20%

EXHIBITIONI would like to book an exhibition stand:

Booth size in sq. m: _________________________

Cost per sq. m:_____________________________

Total Cost: £ _______________________________plus VAT at 20%

Please indicate your booth number preferences (see the floor plan):

1st preference. ____________________________

2nd preference: ____________________________

3rd preference: ____________________________

Note: preference may not be available, exact stand location will be confirmed by return eamil but the exhibition layout will not be finalised by May 2020.

EXHIBITOR BADGESNote: Two exhibitor passes are included with every 6 sq. m

Exhibitor passes can be upgraded to full registrations at a cost of £350.00 each

Name 1 ___________________________________

Name 2 ___________________________________

ORGANISATION’S VAT NUMBER AND REGISTERED ADDRESS:Note: All VAT registered UK organisations availing of partnership and exhibition opportunities are subject to VAT at 20%. All VAT registered EU organisations will not be charged VAT on partnership if a VAT number is included on the booking application below. All exhibition is subject to VAT at 20%.

VAT Registration No _________________________

Name: ____________________________________

Organisation: ______________________________

INVOICE ADDRESS:__________________________________________

__________________________________________

Phone:____________________________________

Ref / PO #: ________________________________

E-mail: ___________________________________

Signature _________________________________

Please email or return this form to the address below. If you require further information please contact:Email: [email protected]: 01332 224505Website: www.armaconference.com

CONTACT DETAILSARMA 2020 Conference Secretariat:KC Jones conference&events e: [email protected] t. 01332 224508

ARMA 2020:Pathways to InclusionDriving Change

Documents

Partnership & Exhibition Opportunities...Advert in ARMA’s The Protagonist magazine Full page Half page Exhibition space, shell scheme, to include name signage, power and furniture