Sponsorship and Exhibition Packet / IPS2014

eijing Planetarium is honored to invite you to participate in the 22nd shows during the conference to IPS welcoming you and host you an excellent International Planetarium Society Conference, IPS2014, to be held in , members. The conference is expected to experience in the months ahead. China on 23–27 June, 2014. IPS2014 will showcase the latest advancements attract approximately 400 delegates from all areas of IPS conference sponsorship is essential and we hope you will in astronomy, planetarium theater management and technology, while the planetarium community, including 80 delegates from China. B consider supporting the many opportunities that will make this providing an ideal forum for the exchange of ideas on astronomy education and visitor As the secondary site, Hotel Nikko New Century Beijing, which is conference successful. The Vendor Exhibition has always been experience. 10-minute walk away from Beijing Planetarium, will provide an an integral part of IPS conferences and we aim to make your The IPS Council selected Beijing Planetarium as the IPS2014 host site during its 2012 excellent environment for opening ceremony / business meeting. experience at IPS2014 one of the best ever. This packet Council meeting in Russia. Beijing Planetarium will be the primary site for all keynote / contains the necessary information to allow you to successfully The conference theme, Educating for the Future, will focus on poster / parallel sessions and for all exhibitors and vendors. There will be two areas for represent your product or service to a worldwide audience of the significant role of planetariums on future astronomy exhibition, both equipped with high-speed fiber data network. Area I (1200㎡*7mH ) is planetarium directors, technical staff, producers, educators and education. Hundreds of Planetarium professionals around the in the process of construction, and will be suitable for various types of exhibits. Area II more. Updates regarding the conference will be posted on the world are brought together to show their new technology and (400 ㎡*4mH), in building A of Beijing Planetarium, will offer several 3m*3m booths. A conference web site: share ideas. Chinese educational officials will also be invited. It team of professional technicians are available to assist in any technical service that will be a fantastic gathering to devote to planetarium may be needed to facilitate setting up and dismantling of the exhibitions. development and astronomy education. http://www.ips2014.org/ Beijing Planetarium includes two dome theaters, a 4D theater, and three classrooms. Beijing, capital of the People’s Republic of China, is the nation’s The ultimate dome theater—Cosmos theater, with 400 seats can comfortably host all political, economic, cultural, educational and international trade and members for keynote speeches. Meanwhile, 4D theater, Digital space dome theater Please contact us should you have any questions; we are here communication center. Located in northern China, Beijing also and three classrooms will be available for poster and parallel sessions. to facilitate your participation in every way possible. serves as the most important transportation hub and port of entry in To satisfy vital needs, two dome theaters—Cosmos theater and Digital space theater, China. Beijing is both a tribute to China’s proud history and a Sincerely, equipped with advanced projection system, as well as a 4D theater, will be available for gateway to China’s future. As now an international metropolis, vendor presentations. home to 20 million people from all walks of life, Beijing succeeded Dr. Jin Zhu to host the 2008 Olympic Games. Now Beijing looks forward to Vendors will have many opportunities to display their most up-to-date products and Beijing Planetarium IPS2014 – Conference theme: Contact Information Educating for the Future

he International Planetarium Society (IPS) is the largest organization of Conference Chair Conference Host planetarium professionals in the world with a network of over 700 individuals Thomas W. Kraupe, IPS President Dr. Jin Zhu, Director and institutions involved in astronomy education and public outreach. Planetarium Hamburg Beijing Planetarium T Members come from 35 countries and regions around the world and more Hindenburgstr.1b, D-22303 Hamburg, Germany No.138 Xizhimenwai Street Beijing 100044, China than 20 regional and national planetarium associations are affiliated with IPS. Phone: +49 (40) 4288652-50 Phone: +86 (10) 5158 3002 Cell: +86 1360 1369 613 Fax: +49 (40) 427924850 Fax: +86 (10) 5158 3312 Established in 1970, IPS encourages the sharing of ideas so that its members can E-mail: [email protected] E-mail: [email protected] / [email protected] serve their communities better. Its membership is diverse, covering the entire range of http: //www.ips2014.org planetariums: from schools, colleges and universities to national museums; small or large; fixed or portable; presenter-driven or fully automated. Under the IPS umbrella, these members are brought together to share their passion for astronomy and their Sponsorship Coordinator Exhibition Coordinator methods of communicating the wonders of the night sky to others. Dr. Dongni Chen, Deputy Director Mr. Yuying Song, Head of Digital Studio, BJP Beijing Planetarium Beijing Planetarium As an international association, IPS holds its Conference and Vendor Exhibition every Phone: +86 (10) 5158 3030 Phone: +86 (10) 5158 3040 two years. Recent conference host cities include Baton Rouge, USA; Alexandria, Cell: +86 1358 1722 548 Fax: +86 (10) 5158 3333 Fax: +86 (10) 5158 3312 Email: [email protected] / [email protected] Egypt; Chicago, USA; Melbourne, Australia; and Valencia, Spain. E-mail: [email protected] / [email protected] IPS2014 will bring together over 400 delegates (80 delegates from China), including planetarium directors, producers and administrators, technical personnel, professional Planetarium eater Coordinator Agent and amateur astronomers, educators, artists, equipment suppliers and other Mr. Yu Lu, Manager of Cosmos Theater Ms. Anna Fu / Mr. Caesar Yue, Sinotrans & CSC interested parties. The Conference and Vendor Exhibition will provide a stimulating Beijing Planetarium ADD: ROOM 712, Sinotrans Plaza, A 43 Beidajie, environment in which to showcase new technologies, discuss the latest trends in Phone: +86 (10) 5158 3042 Beijing, 100044, P. R. China planetarium show production and programming and facilitate the exchange of ideas Fax: +86 (10) 5158 3312 Phone: +86 (10) 5229 5045 Fax: +86 (10) 5229 5627 and views across all aspects of astronomy education and public outreach. Email: [email protected] / [email protected] Email:[email protected] / [email protected]

IPS2014 Committees IPS2014 Conference Committee IPS2014 Local Organizing Committee Thomas W. Kraupe, IPS President and Conference Chair Prof. Hui Ding, President of Beijing Academy of Science and Technology Dave Weinrich, IPS Past President Mr. Lifeng Miao, Vice President of Beijing Academy of Science and Technology Paul Knappenberger, IPS President Elect Dr. Jin Zhu, Director of Beijing Planetarium Lee Ann Hennig, IPS Executive Secretary Ms. Li Li, Deputy Director of Beijing Planetarium Shawn Laatsch, IPS Treasuerer and Membership Chair Dr. Dongni Chen, Deputy Director of Beijing Planetarium Dr. Jin Zhu, IPS 2014 Conference Host Mr. Daihui Zuo, Deputy Director of Beijing Planetarium Jon Elvert, IPS 2012 Conference Host Dr. Hairong Jing, Deputy Director of Beijing Planetarium Monika Malinowska, IPS 2016 Conference Host Mr. Xuekui Zhang, Deputy Director of Beijing Planetarium Ms. Xiao Lin, Head of General Office, Beijing Planetarium Mr. Yuying Song, Head of Digital Studio, Beijing Planetarium Dr. Ziping Zhang, Deputy Head of Business Office, Beijing Planetarium Mr. Yu Lu, Manager of Cosmos Theater, Beijing Planetarium Mr. Zhen Wang, Deputy Head of Administration Office, Beijing Planetarium Mr. Xin Li, Business Office, Beijing Planetarium Primary Secondary

Hotel Nikko Beijing Planetarium New Century Beijing

No.138 Xizhimenwai Street eijing Planetarium, the first large-size planetarium in Asia, located in the No.6 Southern Road Capital Gym, otel Nikko New Century Beijing, which is ten-minute’s walk from Beijing Planetarium, is Beijing 100044, China northwest of Beijing, is the primary conference venue for IPS 2014. It will be Haidian District, a five-star joint venture luxury hotel and a member of “Nikko Hotels International”. the site of all vendor booth exhibitions, keynote speeches, poster sessions, Phone: +86 (10) 5158 3007 Beijing 100044, China Century Hall is the hotel's largest function room, consisting of a VIP room and a main parallel sessions and vendor demonstrations. Fax: +86 (10) 5158 3312 B Phone: +86 (10) 68492001 Hbanquet hall. The hall is equipped with lighting systems, acoustic facilities, Internet access, TV http://www.bjp.org.cn +86 (10) 68491108 screens, and a versatile mobile stage, making it ideal for opening ceremony, luncheon with awards Fax: +86 (10) 68491103 ceremony, and business meeting. +86 (10) 68491107 The distance between http://www.xinshijihotel.com the hotel and the Beijing Capital Airport is 27 km and it takes 45 minutes to get there by Taxi. The hotel offers limousine service. wide variety of hotel options are available for delegates at IPS 2014. The eijing Planetarium, located in the northwest of Beijing, is about 27 km from the official conference hotel—Hotel Nikko New Century Beijing and Xiyuan Hotel, Beijing Capital Airport. You can take taxi or subway to get there easily. The both in walking distance, offer up to 1000 rooms with different size available subway stop ( Station of Line 4, Exit D) is at the front of Beijing A according to price. The hotels are located within a ten minute walk of all B Planetarium. conference venues. Each hotel also offers the modern amenities one would expect from a convention hotel. Please see the hotels’ websites for more information.

Hotel Nikko New Century Beijing No.6 Southern Road Capital Gym, Haidian District, Beijing 100044, China Phone: +86 (10) 68492001 +86 (10) 68491108 Fax: +86 (10) 68491103 +86 (10) 68491107 http://www.xinshijihotel.com

Xiyuan Hotel No.1 Sanlihe Road, Haidian District Beijing 100044, China Phone: +86 (10) 51652988 Fax: +86 (10) 51652988 http://www.xiyuanhotelbeijing.com Exhibition hall I

5300 cm

150 cm 300 cm 300 cm 350 cm

300 cm 3000 cm Vendor Exhibition Hall Specications 150 cm

300 cm 300 cm 300 cm

ooths are available in a variety of sizes, proportionate to sponsorship level. Booth 300 cm spaces are a minimum of 3m wide and 3m deep. All booths come with one 1.0m table, two folding chairs and an identification sign. The exhibition hall I ceiling is 7m, while the exhibition hall II ceiling is 4m. Electricity is provided at certain B 150 cm sponsorship levels. Additional tables, chairs or other booth accessories may be furnished by the exhibitor, or may be rented through Sinotrans. Order forms for these items will be provided upon request. Parking 54 m2 Booth 2 We would like to encourage all exhibitors to think creatively about your Exhibition Hall 18 m Booth space. Depending on the size of your purchased space, you may want to consider Aisles Meeting Room 9 m2 Booth setting up computers for user training sessions, or so that multiple delegates can try Safe Area 36 m2 Booth your product at one time. Video walls, hardware demonstrations and more can easily be shown in your Exhibition Hall space. Exhibition hall II

2300 cm Exhibition Hall Overhead Diagram 150 cm 200 cm 200 cm 100cm

he colored regions (blue, dark blue, khaki, green, purple, stripes) represent 200 cm 1500 cm the booth spaces available for exhibitor use. The gray area marks the aisles. Aisles Stripes areas represent the safe area which will be forbidden to enter and Safe Area stay. Bold black lines represent the gates of Exhibition halls. If your booth T 2 materials are shipped in, either directly to the Exhibition halls on day of installation, or 36 m Booth via Sinotrans’ drayage service, Sinotrans will unload your shipment and deliver it 18 m2 Booth directly to your booth’s location. Drayage information and forms for rates are available 2 upon request. 9 m Booth 250 cm Vendor Planetarium Dome Demonstration Sessions All planetarium dome sessions will take place in Cosmos theater and Digital space theater.

xhibitors are responsible for handling all of procedures regarding shipping, customs, taxes, duties and drayage, and the payment of these expenses. We recommend Sinotrans & CSC as the agent for you to handle all these E procedures. For more information, you could check the website http://www.sinotrans-csc.com/ or contact Anna Fu / Caesar Yue.

Exhibition materials should be delivered to Beijing Planetarium on the days of Exhibition Installation, 20-22 June, 2014. Any materials shipped directly to Beijing Planetarium prior to 19 June, 2014 will be refused and returned to sender. Please contact with Sinotrans or your own agent for storage of earlier arrived materials.

Setting up of exhibits, booth interiors must be completed by 18:00 on 22 June, 2014.

Exhibitors are responsible for their booth's interior designs, setup, dismantling and all labor. If needed, laborers to assist with installation and / or teardown can be hired from Sinotrans. Labor information can be furnished upon request. Cosmos theater, 23m, horizontal, 400 seats Digital space theater, 18m, 15° tilt, 200 seats Exhibitors may deliver exhibit materials directly to Beijing Planetarium on the days of Exhibition installation by way of company vehicle(s). The moving in of exhibitor’s Exhibitors may use the planetarium's full-dome display system. Exhibitors participating in a planetarium dome demonstration equipment from company vehicles must be accomplished by means of pallet jacks, Some exhibitors can choose to bring their own projection session should contact the Planetarium Theater Coordinator to dollies and / or hand trucks. Exhibitors will not be allowed to operate forklifts or any system, according to the sponsorship levels. The IPS2014 make all necessary arrangements, including delivery of other motorized vehicle (except auto or delivery truck) on site. conference staff will provide adequate power, space and audio equipment. capabilities for exhibitors' projection systems, on a first-come, For questions regarding the IPS 2014 Planetarium Beijing Planetarium provides 24 hour security throughout the conference and 08:00 to first-served basis, but all equipment installation, setup and Demonstration, please contact: 20:00 access to the Exhibition Hall for exhibitors during the conference. teardown is the exhibitors' own responsibility. Exhibitor must contact Planetarium Theater Coordinator to schedule times for Mr. Yu Lu, Beijing Planetarium installation, run through, special requests and teardown of Teardown must be completed by 18:00 on 29 June, 2014. equipment. No.138 Xizhimenwai Street

For questions regarding the IPS 2014 Exhibition Hall, please contact: The Conference Host will determine the schedule of planetarium Beijing 100044, China Mr. Yuying Song, Beijing Planetarium demonstrations and will schedule them so that all delegates can Phone: +86 (10) 5158 3042 Fax: +86 (10) 5158 3312 No.138 Xizhimenwai Street Beijing 100044, China attend. We will do everything possible to give the vendor their Phone: +86 (10) 5158 3040 Fax: +86 (10) 5158 3333 choice of presentation space, but we reserve the right to Email: [email protected] E-mail: [email protected] / [email protected] determine what theater a presentation takes place in. Cosmic Sponsorship Level: 250,000 CNY and above Galactic Sponsorship Level: 150,000 CNY to 249,999 CNY (5 available) (12 available)

• Exclusive naming rights to one of the following: • Exclusive naming rights to one of the following: two of Keynote Address (2 available) Parallel & Poster session (3 available) Opening Ceremony Luncheon logo (4 available) Luncheon with awards ceremony Tea break logo (3 available) Gala-dinner Welcome Reception (one available) Visit to the Beijing Ancient Observatory and the Temple of Heaven (one available)

and and • Company Logo Displayed on Conference Satchel (along with IPS and IPS2014 logos) • One 6m x 6m x7mH—36㎡ contiguous space in the vendor Exhibition hall I or the • One 6m x 9m x 7mH—54㎡contiguous space in the vendor exhibition hall I and Exhibition hall II. selection of exhibition space location. • One 256 Kbps wired Internet connection in your Exhibition space, unlimited wireless • One 3m x 6m—18㎡ meeting room. Internet access in the Exhibition hall I or the Exhibition hall II. • One 220 Volt, 0–500 Watt Outlet for your Vendor Exhibition Space. • One 20 minutes Plenary Planetarium Demonstration (seen by all attendees) in either • One 256 Kbps wired Internet connection in your Exhibition space, unlimited wireless Cosmos theatre or Digital space theatre. It is optional of bringing your own projection Internet access in the Exhibition hall I. system. Conference Host will determine the schedule and location of theater • One 30 minutes Plenary Planetarium Demonstration (seen by all attendees) in either demonstrations. Cosmos theater or Digital space theater. It is optional of bringing your own projection • Four (4) full delegate registrations. Additional registrations may be purchased at a system. discounted rate (25% off the $450 registration fee). • Five (5) full delegate registrations. Additional registrations may be purchased at a • Four (4) tickets to conference banquet. discounted rate (25% off the $450 registration fee). • Half (1/2) page color advertisement in the Conference Program. Sponsor will provide • Five (5) tickets to the conference banquet. print-ready artwork; Conference Host will select placement. • Full page color advertisement in the Conference Program. Sponsor will provide • One (1) letter size (8.5"x11" or A4) conference satchel insert (to be provided by print-ready artwork; Conference Host will select placement. sponsor). • Two (2) letter size (8.5"x11" or A4) conference satchel inserts (to be provided by • Acknowledgment at the Opening Ceremony. sponsor). • Entitlement to use the IPS2014 logo for marketing and promotional purposes. • Acknowledgment at the Opening Ceremony. • Full list of Conference delegates (subject to privacy policy). • Entitlement to use the IPS2014 logo for marketing and promotional purposes. • Organization's logo prominently displayed on the following: • Full list of Conference delegates (subject to privacy policy). • Organization's logo prominently displayed on the following: • Front cover of the Conference Program. • Conference website (with link to sponsor's website). • Front cover of the Conference Program. • As part of a screen saver displayed before and after all applicable sessions. • Conference website (with link to sponsor's website) . • Two large panels in the main entrance of the Conference Center. • As part of a screen saver displayed before and after all applicable sessions. • Two large panels in the main entrance of the Conference Center. Stellar Sponsorship Level: 80,000 CNY to 149,999 CNY (8 available) Supporting Sponsorships: 5,000 CNY and above

• One 3m x 6m x7mH—18㎡ contiguous space in the Exhibition hall I or the Exhibition Prices vary by item. Specific prices to be negotiated with Conference Host. Sponsors may hall II. choose from one or more of the following: • One 256 Kbps wired Internet connection in either your Exhibition space, unlimited • Distribution of sponsor's materials (catalogs, CDs, brochures, flyers) at a shared table in wireless Internet access in the Exhibition hall I or the Exhibition hall II. the vendor exhibition hall manned by a conference volunteer. Area will include a banner / • One 15 minutes Plenary Planetarium Demonstration (seen by all attendees) in either large sign with the sponsor's name or logo under the heading "Our Supporting Sponsors". Cosmos theatre or Digital space theatre. Conference Host will determine the schedule • Digital advertising throughout the conference venues. Examples include logo / mentions and location of theater demonstrations. on monitors / screens at Beijing Planetarium. More details can be provided upon request. • Three (3) full delegate registrations. Additional registrations may be purchased at a • Conference satchel insert (to be provided by sponsor). Inserts may take the form of a discounted rate (25% off the $450 registration fee). brochure, CD, flash drive or other item promoting your product or service. Items should be • Half (1/2) page color advertisement in the Conference Program. Sponsor will provide no larger or thicker than two sheets of 8.5x11 or A4 card stock paper, or one CD. All inserts print-ready artwork; Conference Host will select placement. must be approved by the Conference Host, and be delivered to the Beijing Planetarium • One (1) letter size (8.5"x11" or A4) conference satchel insert (to be provided by prior to 6 June, 2014. sponsor). • Quarter (1/4) page color advertisement in the Conference Program. Sponsor will provide • Entitlement to use the IPS2014 logo for marketing and promotional purposes. print-ready artwork; Conference Host will select placement. • Full list of Conference delegates (subject to privacy policy).

Planetary Sponsorship Level: 20,000 CNY to 79,999 CNY

• One 3m x 3m x4mH—9㎡ contiguous space in the Exhibition hall I or the Exhibition hall II. (10 available) or • One 10 minutes Plenary Planetarium Demonstration (seen by all attendees) in the Cosmos theatre. Conference Host will determine the schedule and location of theater demonstrations. and • Unlimited wireless Internet access in the Conference Center. • One (1) full delegate registrations. Additional registrations may be purchased at a discounted rate (25% off the $450 registration fee). • Quarter (1/4) page color advertisement in the Conference Program. Sponsor will provide print-ready artwork; Conference Host will select placement. • Entitlement to use the IPS2014 logo for marketing and promotional purposes. • Full list of Conference delegates (subject to privacy policy). Promotional items (In kind contribution) Sponsorship and Exhibition Terms and Conditions

Organizations will reach all delegates directly by providing useful, interesting or amusing Sponsorship and Exhibition applications must be received via the Sponsorship and promotional items such as pens, mouse pads, laser pointers, etc. Providing promotional Exhibition Application Form at the bottom of this document, along with payment of 50% of items for distribution is a sure way to get your company or organizations name to all the total cost. delegates. Except for items distributed directly by a sponsor in the exhibit hall, the Sponsorship and Exhibition will be assigned on a first-come first-served basis (as soon as Conference Host will choose the time and manner of distribution. All promotional items we receive the completed form with payment). must be approved by the Conference Host, and be delivered to the Beijing Planetarium Confirmation of Sponsorship and Exhibition will not be held or granted until the 50% deposit prior to 6 June, 2014. is received. Full payment must be received by Conference Host no later than 5 May, 2014. If full payment is not received by 5 May, 2014, the Conference Host has the right to review the Sponsorship and Exhibition commitment and may, at their discretion, cancel the package. The deposit will not be refunded. IPS Delegate Sponsorship The Conference Host reserves the right, at their total discretion, to decline any application; in this instance, the deposit will be refunded.

If you are interested in helping to sponsor IPS members who otherwise would not be able to attend IPS2014, please contact the Sponsorship Coordinator. This sponsorship assists Cancellation Policy delegates with registration and lodging expenses only. In exceptional circumstances, the Conference Host will consider the cancellation of their Contract with Sponsors and Exhibitors, but only if the following conditions are met: • The Sponsor or Exhibitor must submit a written and signed request for cancellation. • The Sponsor or Exhibitor must give reasons for their cancellation request; the Conference Other Sponsorship Opportunities Host has the right to accept or decline the reasons for the cancellation request. • Upon accepting the cancellation request, the Conference Host will apply the following refund policy:

• Cancellation requests received before 31 December, 2013; the Conference Host will If these sponsorship opportunities do not meet your requirements, but you would like to retain 25% of the total contract amount. support this Conference, please do not hesitate to contact the Sponsorship Coordinator to • Cancellation requests received before 31 March, 2014; the Conference Host will retain discuss alternative possibilities. 50% of the total contract amount. Exhibitors that exceed the base financial levels of each Sponsorship Tier will merit • Cancellation requests received before 5 May 2014; the Conference Host will retain additional considerations. 100% of the total contract amount To discuss alternative possibilities for sponsorships, contact: Dr. Dongni Chen, Beijing Planetarium Cancellation requests will not be considered if the Conference Host deems that Phone: +86 (10) 5158 3030 Sponsorship or Exhibition entitlements have already been provided prior to the submission Fax: +86 (10) 5158 3312 of the cancellation request. E-mail: [email protected] / [email protected] Methods of Payment Contact Name: Position: All payments must be made in CNY / USD. Please send payments by T / T to: Organization: Beneficiary: Beijing planetarium Postal Address: Address: No. 138, Xiwai Street, , Beijing100044, China Bank: Industrial and Commercial Bank of China, Beijing Municipal Branch, XueYuan Road Telephone: Office A/C: 0200025509088200386 Fax: CHIPS UID NO: 31993 Email: SWIFT Address: ICBKCNBJBJM Please don’t forget write your company name on the remittance advice in case we can check it and give you related invoice.

Sponsorship Level Fees (CNY) Number of Sponsorships

Cosmic 250,000 and above Galactic 150,000–249,999 Sponsorship and Exhibition Applications Stellar 80,000–149,999 Planetary To discuss these or other sponsorship opportunities or to arrange sponsorship, please 20,000–79,999 return the enclosed Sponsorship and Exhibitor Application Form (the following two pages) Supporting to: Dr. Dongni Chen, Beijing Planetarium Please describe: No.138 Xizhimenwai Street Beijing 100044, China Promotional / In-Kind Phone: +86 (10) 5158 3030 Please describe: Fax: +86 (10) 5158 3312 E-mail: [email protected] / [email protected] Total Sponsorship Amount:

I / We are authorized to sign documents on behalf of the organization and I / we acknowledge that I / we have inspected the rules and regulations governing the sponsorship and will comply with them in full.

Organization: Name: Signature: Date:

Please include 50% payment with your application. Upon receipt of your deposit, the Conference Host will return to you a written agreement acknowledging your sponsorship and detailing your sponsorship benefits.