Sponsorship & exhibition prospectus

Dear Potential Sponsor / Exhibitor

BACKGROUND

Our next combined South African Congress of Oncology (SACO) will take place from 1 – 3 September 2023.

The programme for the congress will kindly be organised by Dr Mariza Tunmer as the SASCRO representative, together with the representatives of the above-mentioned organisations.

The Cape Town International Convention Centre will be the venue for the event and exhibitions will be hosted in Exhibition Hall 3.

The South African Congress of Oncology has an inclusive national vision and will include both international and locally relevant content. It will have plenary sessions of general interest and streams of specialised interest and uphold high professional standards.

There will be collaboration between the SASCRO and RSSA sessions – with a special emphasis on improving the interaction of the two disciplines to the benefit of both and, ultimately, also for our patients.

We look forward to productive and congenial relationships with all professions working in Oncology and to see you all at a successful meeting in September 2023.

We will have the second Archbishop Desmond Tutu Distinguished Lecture at this congress.

(The SACO 2025 congress will be hosted in Sandton)

INVITATION TO PARTICIPATE

Approximately 950 delegates (based on the 2019 numbers, including 220 trade delegates) are expected to attend SACO 2023.

There are a variety of opportunities for companies to promote themselves at this congress. The Organising Committee, chaired by Dr Mariza Tunmer, has compiled a summary of these opportunities and invite interested companies to select the option best suited to their marketing strategies and product profile.

As the participation of the trade is the backbone of a successful congress, the Organising Committee would be most grateful if your company would consider participating in this congress.

In the current budget-constrained environment the organisers would like to encourage participating exhibitors to carefully reconsider the use of expensive promotional displays in the exhibition area. A trend towards simplicity and relevance is considered more appropriate at this time. We think you would agree.

We would like to give recognition to our sponsors in different categories:

(PLEASE NOTE: In order to qualify for the different sponsorship levels, the sponsor / company must select from the different sponsorship opportunities available until the total value is equal or greater than the desired sponsorship level.)

Platinum sponsor:             Total contribution of more than R700 000

Gold sponsor:                    Total contribution of more than R550 000

Silver sponsor:                  Total contribution of more than R250 000

Bronze sponsor:                Total contribution of more than R150 000

Please take note:

• Please complete the Online notice of intention form before 10 November 2022.
• Click here to submit your online notice of intention form  (Form still to be linked)
• It is your responsibility to ensure that the organisers have received your online submission.
• Major contributors will get the opportunity to choose their stands first coupled with a first come first served basis allocation of stand spaces.
• There are two free registrations included in the fee for one exhibition space (3 x 3m).
• Please note that only trade delegates / representatives in the service of companies participating in the Trade Exhibition OR involved as sponsors will be allowed to attend the congress.

1. INTERNATIONAL SPEAKERS / EDUCATIONAL GRANTS

We are inviting a number of international speakers in various areas of Oncology to attend the congress. Your company has the opportunity to sponsor one of these speakers. Sponsorship includes the costs of a business class air ticket, transfers, registration and accommodation. We will place a complete list of all the speakers on the congress website as soon as all of them have confirmed their involvement in the academic programme.

You have the choice to have a certain speaker linked to your educational grant or just giving a general educational grant without it being linked to a certain speaker (an unrestricted educational grant). All these companies will be recognised for supporting the international speakers by being mentioned in the programme, and throughout the congress along with the in-house arrangements between sessions.

Should your company be interested in sponsoring one or more of these international speakers, please contact Rhyno Kriek and complete the relevant space on the Online notice of intention form.

2. EXHIBITION STANDS

Exhibition stand spaces in the exhibition hall are offered in 9m² stands (3m x 3m) at
R58 000 for area only.

Exhibitors can also indicate a custom size stand (e.g. 33m² (6 x 5m) stand, as long as it is not smaller than 9m².

Each stand space includes two free trade delegate registrations valued at R4 000 if they register BEFORE the early bird deadline, 16 June 2023.

PLEASE NOTE:

If full payment is not made before the early bird deadline, participating companies
will not receive the two complimentary registrations.

Please take note that we do not provide shell schemes. GL Events is contracted to build shell schemes at an additional cost.

BUILD-UP

BREAK-DOWN

We will start with the allocation of stands after 31 August 2022.
Please take note that MAJOR SPONSORS & EXHIBITORS will get the
opportunity to choose their stands first.

Stand allocation will only be confirmed on receipt of full payment.

Deadline for stand payments: 12 May 2023

Cancellation of stands:

Written cancelation is required.

Any cancelation of stands after 12 May 2023 will result in a 50% cancellation fee of the total fee.

No refunds for cancelled stands after 16 June 2023. Cancellation after this date will result in a 100% cancellation fee of the total fee.

No cancellations will be accepted later than 16 June 2023.

Provided by organisers:

• 1 Table with tablecloth per stand (on request)
• 2 Conference chairs per stand (on request)
• One electrical point (single phase 32 AMP) per stand.

3. INVITATIONS AND PROGRAMME

The invitations will be circulated widely to members of the relevant societies, as well as to other disciplines that have an interest in cancer treatment. Information will also be widely disseminated throughout both private and public hospitals. In total about 2 500 people will receive this information.

3.1   First Invitation, call for abstracts & Registration

Electronic format. (one A5 advertisement included).

This invitation will be e-mailed during November 2022.

Cost: R39 000

3.2   A4 programme book with abstracts & A6 pocket programme

Printed format. (four A4 advertisements included in the programme & your logo on the Pocket programme).
These programmes will be included in the congress bags.

Cost: R95 000

4. SOCIAL FUNCTIONS

We are looking for sole sponsors for the two social functions. Please take note that the social functions will be open to ALL trade delegates.

Please contact Rhyno Kriek regarding the cost for the different functions if you are interested in sponsoring a function.

We invite interested companies to e-mail us regarding the Meet & Greet and the Dinner.
Be creative!

• Meet & Greet                 Friday, 1 September                Exhibition Area
• Dinner                            Saturday, 2 September           Ballroom

5. LUNCHES & REFRESHMENT BREAKS

The opportunity to sponsor lunches and refreshment breaks on Friday / Saturday is available. The sponsor will be allowed to brand the serving stations with tablecloths, serviettes, etc.

Lunch and refreshments will be provided by the Organising Committee with no additional cost to the sponsor.

Cost: R150 000 for Friday or Saturday OR R200 000 for duration of event.

6. TRADE SYMPOSIA

We are awaiting proposals for Trade Symposia. This is a magnificent way to promote your product(s) in an academic environment. However not all proposals will be accepted. They will first be evaluated by the committee to assess if the proposal is suitable for the congress, thereafter only the top 6 proposals will be selected to participate in SACO.

These symposia will be fully accredited for CPD points – unless not applicable.

Cost:
R105 000 for 50 minutes on Friday or Saturday (parallel lunchtime trade Symposium)

R60 000 for 50 minutes on Sunday (parallel early morning trade Symposium)

The cost includes venue hire & standard audio-visual and technical support.

Trade Symposium 1             Friday, 1 September                          13:30 – 14:20 (lunchtime)

Trade Symposium 2             Friday, 1 September                          13:30 – 14:20 (lunchtime)

Trade Symposium 3             Saturday, 2 September                     13:30 – 14:20 (lunchtime)

Trade Symposium 4             Sunday, 3 September                        13:30 – 14:20 (lunchtime)

Trade Symposium 5             Sunday, 3 September                        08:00 – 08:50 (morning)

Trade Symposium 5             Sunday, 3 September                        08:00 – 08:50 (morning)

7. CONGRESS BAGS

The sponsor should supply each registered delegate (trade delegates included) with a congress bag. The bag and the design must be approved by the organising committee. The congress logo should appear on the bag. The sponsor’s logo may also appear on the bag.

8. WATER BOTTLES

The sponsor should supply each registered delegate (trade delegates included) with a water bottle. The sponsor’s and congress logo will appear on the bottle. This is a great way of making the delegates aware of your participation in the conference. The sponsor could even add an A5 pamphlet to the bottle with information regarding a competition or new product, ect.

Cost: The sponsorship for the water bottles is R40 000 (Production by organisers included).

9. PENS & PADS

This is a good opportunity to promote your company. The sponsor is responsible for the production. The company is responsible to source and deliver the pans and pads to the congress venue on 25 August 2023.

10. LANYARDS

Good exposure for R45 000 (Production by organisers included).

No other company will be allowed to hand out their own lanyards to congress delegates at the congress. The company who sponsors this item reserves the right to be the only provider of lanyards for congress delegates.

11. AUDIO-VISUAL SERVICE

A sponsor is required to carry the cost of the audio-visual service. This sponsorship will be acknowledged on screen at the beginning and end of the academic sessions and noted in the Programme. The company may also include a second slide promoting a product or service to be displayed in between congress sessions.

Cost: R130 000

12. AWARDS FOR THE BEST ORAL PRESENTATIONS

• Best Oral Presentation – Registrar/Fellows

  Registrar and Fellow Awards for the best oral presentations in the following two categories:

  Clinical / Radiation Oncology

  Paediatric Oncology

   

  International Conference

  Details of the sponsorship:

  1. Sponsorship to an International European Congress arranged by, and in conjunction with the sponsor.
  2. Economy class air ticket.
  3. Congress registration paid by the sponsor.
  4. Accommodation arranged and paid by the sponsor.
  5. All other costs to individual’s account.

  Subject to sponsorships being obtained. Should sponsorship not be obtained, the prize will be a R20 000 cash prize.

   

  Best poster presentation. Open to all poster presenters

  Cash prize of R10 000

  Best oral presentation – Radiotherapists

  ESTRO Contouring Course to the maximum value of R5 000

  Best oral presentation – PALPRAC

  Textbook to the maximum value of R5 000 or cash prize.

  Best Oral Presentation – NONSA

  Textbook to the maximum value of R5 000 or cash prize.

  Best Oral Presentation – SAOSWF

  Textbook to the maximum value of R5 000 or cash prize.

  Best Oral Presentation – SASOPh

  Textbook to the maximum value of R5 000 or cash prize.

   

  Prizes will only be allocated subject to the securing of the relevant sponsorship.
  Prizes will only be awarded for oral / poster presentations on academic research that is submitted as abstracts for inclusion in programme by 20 April 2023.

13. SIGNAGE

This sponsor could assist us to guide the delegates to the different venues. The logo of the sponsoring company will appear on the boards.
Cost: R20 000

14. SPONSORSHIP OF CPD SERVICE

The company sponsoring this service will assist the organisers in scanning delegates for CPD points at a CPD desk not located at your stand. The desk may be branded with your company banner. A company representative will be present throughout the congress to scan delegates for CPD points.

Additional reps will scan delegates at the entrance to the ethics lectures. The allocation of CPD points per session require the company to scan at other points during the day as well.

(The organisers will remain the contact between CPDhub and the congress).

Cost: R20 000

15. WEBSITE

This sponsor will assist us to keep delegates updated regarding congress arrangements. The website will also be utilised for online-registration and updates of the congress programme.
Excellent exposure for R25 000

16. CONGRESS APP

The congress mobile application is the primary mechanism by which delegates choose sessions to attend. The app works across various platforms, including Apple and Android. The congress app offers the sponsor the premium opportunity of constantly being connected to delegates. Our APP will incorporate the full scientific and social programme, speaker bios, company listings, as well as general congress, venue and local information.

Put your company’s products and services in the palm of more than 750 conference delegates by securing the chance to be the sole sponsor of the app for SACO 2023.

Cost: R35 000

17. BRANDING OF POSTER AREA

This sponsor will be able to brand the area where the physical academic posters will be on display at the event. Pull-up banners would be preferable, but alternative suggestions can also be made to the organisers.

Cost: R15 000

18. BRANDING OPPORTUNITIES

This sponsor will be able to assist the congress in having banners erected for the purposes of the congress. Please contact Heyns directly with proposals and to negotiate the fee for branding purposes.

19. ANY OTHER INVOLVEMENT / SUGGESTION?

Please be creative and let us know if you have a wonderful idea.

Please take note:

• If you need more information regarding the cost of a specific item, please contact Rhyno Kriek.
• Please complete the Online notice of intention form.
  Please submit it by 10 November 2022. Please keep in mind – first come – first served coupled with the size of a company’s contribution.
• You will receive all the relevant documents (Exhibitors Manual, invoice, etc) after
  18 November 2022.

We are looking forward to your response and hope to welcome you at the CTICC!

IMPORTANT DATES:

Kind regards

Dr Mariza Tunmer

CHAIR OF SACO COMMITTEE & SASCRO REPRESENTATIVE

Tel:                 +27 (0) 11 356 6019

E-mail:           mariza@radonc.co.za

Rhyno Kriek & Heyns du Preez

CONGRESS ORGANISERS

Tel:                + 27 (0) 51 436 7733

Fax:                086 60 60 555

E-mail:           saco2023@rkcommunication.co.za

Website:       www.saco2023.co.za