Rural Councils Victoria
Annual RCV Rural Summit and
Forums
Sponsor and exhibitor opportunities:
RCV Rural Summit
15-17 April 2015
Halls Gap
Northern Grampians
RCV Mayors, Councillors and CEO Forums
Thursday 14 May 2015 and
Wednesday 21 October 2015
Melbourne CBD
RCV Annual Rural Summit and Forums
2015
Background
Rural Councils Victoria (RCV) is the group of 38 rural councils in the State of Victoria, Australia.
Rural councils are responsible for 79 per cent of Victoria’s land area. This land area is diverse and
includes many of our state’s greatest natural assets and most of the biodiversity. Rural
communities, industries and their natural environments make an important contribution to the
quality of life for all Victorians.
RCV’s core objective is to support and promote sustainable, liveable and prosperous rural
communities. The Networked Rural Councils Program (NRCP) provides a mechanism for
discussion, engagement and coordination of activities responding to the mutual challenges of the
38 rural councils.
Vision
Mission
RCV is an alliance
representing the 38 rural
Victorian councils,
supporting and promoting
sustainable, liveable,
prosperous rural
communities.
1. Heighten awareness
and understanding of
issues that impact on
rural communities.
2. Assist with building
the capacity of rural
councils to face
challenges.
3. Provide leadership on
local governance.
RCV is now seeking sponsorship support for its three key events, the RCV Annual Rural Summit
and two RCV Mayors, Councillors and CEO Forums. It is desirable that any sponsorship and/or
partnership aligns with the core objectives of RCV as outlined in this document. RCV is also
seeking broader exposure of its role throughout Victoria.
The purpose of the Rural Summit is to equip rural councils, community leaders and residents of
rural communities with the necessary information, skills and capacity to respond positively to the
ever changing environments faced by rural councils in Victoria. The Summit program includes the
development of strategies to address identified challenges, such as enhancing population
expansion, providing new job opportunities and enabling local business and civic enterprises to
flourish. The Summit attracts a wide range of elected representatives and council staff from across
the state in a number of range of roles including; councillors, CEO’s, senior management,
economic and community development staff, tourism and events staff, planners, disaster recovery,
key decision makers and local business operators. Attendance numbers are expected to be 180+.
The purpose of the RCV Mayors, Councillors and CEO Forums is to bring together the key
decision makers from each Shire for a half day of presentations and workshops tailored to the
audience. Previous Forums have been well attended by Ministers (as well as other elected State
officials), CEO’s of government organisations and other invited guests relevant to the audience.
Attendance numbers have typically been above 60 participants.
These three events represent an outstanding opportunity to share information and/or
promote commercial products and services required by the 38 rural councils.
RCV Annual Rural Summit and Forums
2015
Sponsorship of these events will provide one-of-kind opportunities for sponsors and exhibitors to
showcase their capabilities in product and service provision and the chance to engage with senior
decision makers within the Victorian rural government sector.
Sponsor and exhibitor opportunities
The 2015 RCV Annual Rural Summit and Forums provide a unique opportunity to:
 Promote your products and services to the rural council sector, the group of 38 Victoria
rural councils who are responsible for 79% of Victoria’s land area
 Raise and enhance your organisation’s profile among local government senior decisionmakers in one location, these are often hard to reach key influencers from across the 38
Victorian rural councils.
 Leverage the RCV brand which is a trusted and respected name within the local
government sector.
 Network with both current and potential new clients.
Victorian rural government - key services
Rural government provides over one hundred different services to Victorian communities. The rural
councils have a strong focus towards the key services as listed below, to better serve their
communities;







General public services
Health services
Social, cultural and community services
Planning and building services
Environmental services
Transport, infrastructure and facilities services
Emergency management services.
Victorian rural government - key statistics







38 councils
Responsible for 79% of Victoria’s land area
270+ elected councillors
Thousands of council employees and contractors
$28.2 billion worth of community infrastructure and assets.
Manage a huge proportion of Victoria’s road, parks and waterways network
Key food producing, extensive manufacturing and export industries
RCV is unable to consider a sponsorship or partnership if:
1. The Proposal doesn’t demonstrate a clear benefit to RCV and its member Councils
2. The Partner organisation doesn’t align with the mission and vision of RCV
3. Individuals, political organisations or professional teams are seeking financial support
4. The Partner organisation or event co-sponsors are associated with tobacco, alcohol (local
producers will be considered) or products deemed unhealthy
5. The Project is the operational responsibility of federal, state or local governments (e.g. road
improvements, local park maintenance)
6. The Organisation already receives funding from RCV or the Municipal Association of Victoria
7. There is the potential to cause reputational risk to RCV or division amongst its member councils
RCV Annual Rural Summit and Forums
2015
Sponsor and exhibitor opportunities at the RCV Annual Rural Summit
The RCV Rural Summit is an annual event funded by Rural Councils Victoria which is hosted by a
different rural council each year. The Rural Summit brings together a wide range of council staff
and representatives to hear from local and international key-note speakers, discuss the key
challenges facing rural councils, explore solutions, network with peer councils and prioritise the
direction of RCV into the future.
With an audience comprised primarily of Councillors, Mayors, CEOs, senior council management
and core council staff (economic and community development officers, tourism and events staff,
planners, etc.), over 180 delegates are expected to attend the Rural Summit in April 2015. The
Summit also has a core focus on networking opportunities and includes a well-attended Welcome
Event (held the Wednesday night before the conference starts) and the Summit Dinner at the
conclusion of day one, as well as generous morning, lunch and afternoon breaks.
This is a one-of-kind opportunity for sponsors to travel to a rural location to stay and interact
directly with Summit delegates over two days. As well as the opportunity to speak and mingle with
delegates during designated breaks, we are also offering sponsors the opportunity to attend all
networking events.
The Rural Summit will provide sponsors and exhibitors the opportunity to showcase their
capabilities in product and service provision and engage with senior decision makers within the
Victorian rural government sector.
Sponsor and exhibitor provisions
Several different sponsor and exhibitor opportunities are available, offering varying provisions and
budget options (please note all prices exclude GST).
Principal Sponsor (1)
$12,000 + GST











Dinner Sponsor (1)
$7,000 + GST

Acknowledgement as Principal Sponsor by the RCV
Chairperson throughout the conference, including during
the welcome and close
Double exhibition booth (6m x 2m)
Keynote address (10 minutes) as part of the official
opening address*
Prominent placement of signage throughout the conference
venue
Banner advertisement on the 2015 Summit page on the
RCV website
Logo inclusion on projection screens throughout the day
Sponsorship and logo acknowledged pre and postconference across all RCV marketing and communication
channels
First right of refusal for sponsorship of the 2016 Summit
Four conference exhibitor passes**
Four dinner passes***
Four welcome event passes****
Exclusive dinner function sponsorship – only sponsor with
a brand presence for the entire evening
RCV Annual Rural Summit and Forums
2015









Welcome Event Sponsor (1)
$5,000 + GST









Morning Tea Sponsor (1)
$3,000 + GST

Acknowledgement as Welcome Event sponsor by
chairperson during official welcome
Speaking opportunity (up to 5 minutes) at welcome event*
Opportunity to place a free-standing banner at the event
Sponsorship and logo acknowledged pre- and postconference across all RCV marketing and communication
channels
Single exhibition booth (3m x 2m)
First right of refusal for sponsorship of the 2016 Summit
welcome event.
Two conference exhibitor passes**
Two dinner passes***
Four welcome event passes****


Acknowledgement as Morning Tea Sponsor by chairperson
before delegates break for morning tea
Speaking opportunity (2-3 minutes) before morning tea*
Logo on screens during morning tea
Opportunity to place a free-standing banner at the
exhibition entrance during morning tea
Opportunity to provide gifts that could be used for morning
tea (eg; mugs)
Single exhibition booth (3m x 2m)
First right of refusal for sponsorship of the 2016 Summit
morning tea.
Two conference exhibitor passes**
Two dinner passes***



Single exhibition booth (3m x 2m)
Two conference exhibitor passes**
Two dinner passes***






Exhibitor (2)
$1,500 + GST
Acknowledgement as Dinner Sponsor by chairperson or
MC during welcome at the dinner event
Prominent placement of signage throughout the dinner
venue
Speaking opportunity (up to 10 minutes) during the dinner
function*
Single exhibition booth at the conference (3m x 2m)
Sponsorship and logo acknowledged pre- and postconference across all RCV marketing and communication
channels
First right of refusal for dinner sponsorship of the 2016
Summit
Three conference exhibitor passes**
Three dinner passes***
Three welcome event passes****
* Length and content of sponsor speaking opportunity subject to RCV approval.
RCV Annual Rural Summit and Forums
2015
** Conference exhibitor pass includes morning tea, lunch, afternoon tea and conference entry.
*** Conference dinner pass includes a seat at the dinner.
**** Welcome event pass includes entry to the pre-summit Wednesday night welcome event
Sponsor and exhibitor opportunities at the RCV Forums
The RCV Mayors, Councillors and CEO Forums are held twice yearly (May and October) and
provide RCV members with updates on local government issues, projects being undertaken by
RCV as well as the opportunity to hear from Ministers and other invited guests.
With an audience comprised of rural Mayors, Councillors CEOs as well as Ministers and other high
profile speakers, you will have access to over 60 delegates. Each Forum includes a half hour
registration and afternoon tea, while the October event also includes a one hour networking event
on conclusion of the Forum.
The RCV Forums represents an outstanding opportunity to promote commercial products and
services required by the 38 rural councils.
The Forums provide one-of-kind opportunities for sponsors and exhibitors to showcase their
capabilities in product and service provision and engage with senior decision makers within the
Victorian rural government sector.
Sponsor and exhibitor provisions
Several different sponsor and exhibitor opportunities are available, offering varying provisions and
budget options (please note all prices exclude GST).
Principal Sponsor
(1 per event)
$2,000 + GST (for one Forum)
or
$3,000 + GST (for both Forums)







Acknowledgement as Principal Sponsor by chairperson at
both the welcome and close of the Forum
Exhibition space at venue
Prominent placement of signage at the venue
Keynote address (10 minutes) during Forum*
Logo inclusion on projection screens throughout the day
Sponsorship and logo acknowledged pre and post-Forum
across all RCV marketing and communication channels
Two Forum passes**
*Length and content of sponsor speaking opportunity subject to RCV approval.
**Forum pass includes afternoon tea, Forum entry and the post networking event (October only).
RCV Annual Rural Summit and Forums
2015
Standard exhibitor shell scheme package
(to be confirmed depending on venue)
RCV will allocate floor space according to sponsorship value, your preferences and date of
application.
Booth Size
Walls
Fascia
Sign
Lighting
Power
Furniture
3.0m x 2.1m
2.4m high velcro compatible panels
30cm high velcro compatible fascia board, across aisle frontages
One corflute sign (1800mm long x 200mm high) per booth. Computer cut vinyl
lettering (max. 26 characters)
Two 150-watt spotlights per 9sqm mounted on light track inside fascia
1x 4amp power point per booth.
Trestle table + table cloth, two chairs
Note: all of the above are subject to change dependent on facilities available at each venue
Applying to sponsor or exhibit
To apply for a sponsorship package, please complete the Sponsor Application Form on the last
page of this document, and return to Nicole Wakelin, RCV Program Coordinator, by email at:
nwakelin@mav.asn.au or phone 03 9667 5538. Following acceptance of application, sponsors will
be sent additional exhibition information.
RCV Annual Rural Summit and Forums
2015
SPONSOR / EXHIBITOR APPLICATION FORM




Complete the Sponsorship Application Form and return to RCV
Confirmation of your booking will be acknowledged by email
RCV will raise an invoice for your prompt payment
Payment must be received before the event date
PLEASE PRINT
Company Name
ABN
Address
Suburb
State
Postcode
Contact Name
Position
Telephone
Mobile
Email
Sponsor / Exhibitor level applying for:
Sponsorship level

(tick one only)
Principal Sponsor (Summit)







Amount
(ex GST)
$12,000
Total Amt
(incl GST)
$13,200
Dinner Sponsor (Summit)
$7,000
$7,700
Welcome Event Sponsor (Summit)
$5,000
$5,500
Morning Tea Sponsor (Summit)
$3,000
$3,300
Exhibitor (Summit)
$1,500
$1,650
Principal Sponsor (Forum x1)
$2,000
$2,200
Principal Sponsor (Forum x2)
$3,000
$3,300
We accept the sponsor package as outlined in the 2015 proposal provided and
agree to the terms and conditions outlined on this application form. We agree to
pay the sponsorship fee indicated (incl. GST) in accordance with the details
provided.
Authorised Signature
/
Print Name
/
Date
Return to:
Nicole Wakelin, Program Coordinator, Rural Councils Victoria
Ph: 03 9667 5538, Email: nwakelin@mav.asn.au
1. Definitions
a. ‘The Event’ is either; the RCV Annual Rural Summit or the
RCV Mayors, Councillors and CEO Forum.
b. ‘Application’ means an application to be a sponsor or exhibitor.
c. ‘Sponsor’ means any person, firm, body corporate,
unincorporated association or authority allocated space by the
organiser of the event and includes all employees, agents and
representatives of such person, firm, body corporate,
unincorporated association or authority.
d. ‘Organiser’ means Rural Councils Victoria, its employees,
agents and contractors.
e. ‘Venue’ means the event venue as specified.
2. Application for Participation and Acceptance
a. A binding contract comes into existence in accordance with the
Application and Terms and Conditions upon the Organiser’s
acceptance of the Application.
b. The Organiser has the right to reject or accept any Application.
3.Sponsor Obligations
a. The Sponsor will provide all necessary information and
material required for the Organiser to carry out its obligations to
the Sponsor, by the dates stipulated by the Organiser.
b. The Sponsor will make good and compensate Venue for
damage caused by any act or omission of the Sponsor or other
persons arising from or in connection with the use of the
exhibition venue by the Sponsor.
c. The Sponsor must have the display space ready with all
exhibits completed and available for display by the time
specified by the Organiser before the opening of the Exhibition.
d. Sponsors are responsible for any damage or loss of own goods
and equipment left in the Hotel or function area prior to or after
the function and must secure all goods and equipment during
the Event.
e. All Sponsor deliveries to the Venue must be prior advised to
the Venue and must be marked with the name and date of the
Event and Sponsor.
4. Exhibition Space: Standard Fittings, Design and Signs
a. The Organiser agrees to provide the Exhibition booth and
fittings, as detailed in this application, whereby applicable to
the sponsorship level selected.
b. The Organiser will ensure that booth positions will be allocated
according to sponsorship value and on a first served basis
should value be equivalent.
5.Assignment
The Sponsor may not assign its rights under the agreement
without the Organiser’s prior written consent.
6 Terms of Payment
The agreement will be terminated if the Sponsor does not pay the
required fee prior to the event. In the event of termination by the
Organisers, the Sponsor will not be entitled to any form of
compensation.
7. Withdrawals
The Sponsor will not withdraw, cancel, alter or reduce in any way
their Application.
In the event the Sponsor withdraws after receipt of signed
application and confirmation of acceptance, the following terms
shall apply:
 Withdrawal, cancellation or reduction of agreement 60
days before event 50% of sponsorship value will be charged.
 Withdrawal, cancellation or reduction of agreement 30
days before event 75% of sponsorship value will be charged.
 Withdrawal, cancellation or reduction of agreement <30
days before event 100% of sponsorship will be charged.
8. Insurance and Indemnity
a. The Sponsor shall take out and maintain a policy of public
liability insurance for an amount of not less than $5,000,000
during the Event.
b. The Sponsor will indemnify the Organisers against any cost,
claim, liability and expense to which the organisers are in any
way subject arising from or in connection with any act or
omission of the Sponsor.
9. Compliance
The Sponsor will comply with all applicable laws and regulations
and all reasonable directions from the Organiser and the owner
of the exhibition venue.
MUNICIPAL ASSOCIATION of VICTORIA ABN 24 326 561 315
GPO Box 4326, Melbourne VIC 3001. Level 12, 60 Collins Street, Melbourne VIC 3000. Ph: 03 9667 5555 Fax: 03 9667 5550 Web: www.mav.asn.au