Opening Letter - Tourism New Zealand

PROSPECTUS
LUXPERIENCE 2015
Australian Technology Park
Sydney, Australia
6 - 9 September 2015
Registration required by: 12 February 2015
Tourism New Zealand Contacts:
Wellington:
Tania Stevenson
Trade Events Manager
Email: [email protected]
Phone: +64 4 462 8046
Auckland:
Ariane Kuebler
Programme Manager – Premium Travel
Email: [email protected]
Phone: +64 9 969 5649
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Kia ora,
Tourism New Zealand welcomes your registration for Luxperience 2015. Luxperience is the only travel
trade forum of its kind in the Southern Hemisphere based in the Australasia and Pacific region,
connecting the world’s most exclusive travel providers dealing in luxury and experiential travel.
This document contains valuable information about inclusions, timelines and the registration process.
Please take note of critical dates as the success of your attendance at Luxperience is dependent on
meeting these dates.
Final exhibitor selection is at Tourism New Zealand’s discretion and is subject to the guidelines outlined in
the terms and conditions.
Please don’t hesitate to contact Tania Stevenson or myself if you have any questions.
Kind regards,
Ariane Kuebler
Programme Manager – Premium Travel
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CRITICAL DATES
20 January 2015 Event applications open
12 February 2015 Event applications close
27 February 2015 Event attendance confirmed by Tourism New Zealand
27 March 2015 Deadline for invoice payments to Tourism New Zealand
27 March 2015 Last day to cancel without penalty
After this day 50% cancellation fee applies
05 June 2015 Last day to cancel with 50% cancellation fee penalty
After this date 100% cancellation fee applies
20 July 2015 Pre-selected appointment preferences open
31 July 2015 Pre-selected appointment preferences close
3 August 2015 Last day for collateral to arrive at the distribution house for shipping to
Sydney
24 August 2015 Final appointment schedule available for download
24 August 2015 Deadline for additional delegate registration without an appointment
schedule (register directly with Luxperience)
6 - 9 September 2015 Luxperience in Sydney
OBJECTIVES
Objective:
By exhibiting at Luxperience you will receive:
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Access to an exclusive invitation only community attracting the highest quality buyers and sellers
of global travel experiences
Dedicated communications platform for luxury and experiential travel to build awareness for
your brand on a year round basis
Meaningful business relationships with well researched global pioneers dealing in often hard to
reach markets
A business platform offering the opportunity to establish essential, meaningful, personal, long
lasting connections that translate into effective ROI
An exciting space for industry peers to engage and create enduring relationships.
Innovative, inspiring and diverse content that influences the major players in the market of the
industry’s latest offerings and helps influence their recommendations to elite travellers
Desired outcomes:
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Encourage & retain existing clients
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Develop new business relationships
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Build awareness for your brand
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PARTICIPATION FEE
One company with one delegate:
NZ$4,000.00 incl. GST
Note:
 The above fee represents a reduced rate compared to a direct registration with Luxperience (direct
registrations start from AUD$6,990.00 incl. GST for individual suites)
 The increase in the participation fee compared to the 2014 event is the result of an increased pricing
structure for the space in the new venue
 Additional delegate passes for the same company can be arranged directly with Luxperience
following your acceptance to attend this event with Tourism New Zealand. Additional charges will
apply
 Luxperience also requires each exhibitor to provide a copy of your public liability policy outlining
cover of at least AUD$10,000,000. The policy must be current at the time of the event. Alternatively
you can purchase cover through Luxperience – additional charges apply
Registration includes:
 Dedicated booth on the Tourism New Zealand stand including furniture. The Tourism New Zealand
stand is located in a prime position in the centre of the venue, ensuring New Zealand has the most
visible and accessible presence
 Your company name, logo and artwork digitally printed on your booth (Tourism New Zealand is
covering this cost for its co-exhibitors as part of the customised stand)
 Greater exposure having presence in the ‘umbrella’ stand of New Zealand
 Access to the TNZ sponsored Media and Buyer Lounge
 On-site TNZ assistance throughout the event
 2.5 days of face to face pre-selected appointments
 Access to highly qualified high end travel buyers and bespoke travel designers from across the globe
 Use of LuxConnect (exclusive online platform)
 The chance to connect with media editors and writers representing renowned luxury travel
publications
 Access to all exclusive social networking functions
 Regular newsletters issued by Luxperience
 Catering as per the Luxperience schedule (please note changes in catering inclusions as listed below)
 Potential involvement in TNZ-led pre or post famil options
 Invitation to join the TNZ sponsored Luxperience New York Pop Up Event to meet with highly sought
after leading luxury travel curators based in New York (Note: Additional charges apply to attend the
event)
Registration fee does not include:
 Accommodation and sundry charges
 Domestic or international air travel arrangements and related expenses (such as travel insurance)
 Freight and customs duties for brochures
 All additional arrangements and costs are the responsibility of the participant
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WHAT’S DIFFERENT FROM THE 2014 EVENT?
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NZ operators will submit a brief application to register to attend Luxperience with Tourism New
Zealand. On acceptance, New Zealand operators will then complete a full registration via the
Luxperience website. Further information will be sent to successful applicants
New venue: Australian Technology Park, Sydney
An increase in trade buyers encompassing some of the top travel segments including specialists in
private travel design and high end corporate and incentive travel
A restaurant/café is on site for exhibitors to purchase lunch during the lunch breaks (POA). Lunch will
be scheduled in waves for buyers and exhibitors to ensure that there is an additional opportunity to
connect with buyers and media
Morning and afternoon tea breaks are being introduced as part of the program
There will be an additional networking event when Luxperience closes where buyers, media and
exhibitors can network on the Wednesday afternoon
Meetings with media influencers and social media bloggers as well as corporate and incentive buyers
can now be requested as part of the Pre-Scheduled Appointment Programme. The respective
separate media and Corporate Connect programmes are being discontinued
The Consumer evening is being discontinued
SCHEDULE*
Sunday, 06 September 2015
1600 - 1800
1800 - 2000
Thought Leaders Programme
Welcome Cocktail Party
Monday, 07 September 2015
0800 - 1800
0850 - 1715
From 1830
Exhibition opening hours
Pre-Scheduled Appointment Programme
Hosted Buyer Dinner – Partner Hotels
Tuesday, 08 September 2015
0800 - 1800
0850 - 1715
1900 - 2300
Exhibition opening hours
Pre-Scheduled Appointment Programme
Luxperience Official Gala Dinner – Black Tie event
Wednesday, 09 September 2015
0800 - 1600
0850 - 1315
1315 - 1530
* Subject to change
Exhibition opening hours
Pre-Scheduled Appointment Programme
It’s a Wrap Party
For a full up to date programme, please click here.
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PAYMENT AND CANCELLATION POLICIES
Registration documentation is due no later than 12 February 2015. Tourism New Zealand will confirm
participation on 27 February 2015. Payment is due no later than 27 March 2015.
Cancellation Fees
Cancellation by Tourism New Zealand: If, at any time following acceptance of your application but prior
to the Event:
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Tourism New Zealand considers that you cease to satisfy any of the Criteria or have
otherwise breached these terms and conditions;
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Tourism New Zealand reasonably considers that it is no longer appropriate for you to
participate in the Event; or
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you fail to pay the Participation Fee to Tourism New Zealand by the due date for payment
specified by Tourism New Zealand,
Tourism New Zealand may, in its sole discretion, by notice in writing, withdraw its acceptance of your
application and cancel your right to participate in the Event without incurring any liability to you or any
third party. Cancellation of your participation in the Event by Tourism New Zealand will have immediate
effect on receipt of such notice.
Cancellation by you: Please refer to critical dates above for cancellation terms and dates.
SELECTION CRITERIA AND PROCESS
There will be a limited number of places available for New Zealand companies. Applications to
attend are due by 12 February 2015, however we encourage you to apply as soon as possible
as a “first come first served” basis may apply for acceptance (presuming all conditions of the
TNZ participation criteria are met).
This event is suited to companies that:
 Design bespoke luxury itineraries
 Consistently feature in luxury New Zealand itineraries
 Have participated in other international luxury travel shows
Participation criteria - You may only apply to participate at this Event if:
a
your Product/Service falls into one of the following Qualmark categories and evidence can be shown
that such Product/Service has achieved Qualmark accreditation:
o Star Graded Accommodation;
o Star Graded Venue;
o Endorsed Visitor Activity;
o Endorsed Visitor Transport;
o Endorsed Visitor Service;
o Endorsed Inbound Tour Operator;
o Endorsed Visitor Information Centre; or
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b
your Product/Service has achieved, and you can show evidence of, an independent accreditation
under a third party quality rating system for your Product/Service which:
i
has an appropriately documented assessment framework; and
ii is recognised nationally and/or internationally; and
iii has a robust and frequent assessment process that is provided by a third party accreditation
provider; or
you are an International Marketing Alliance (IMA), touring route, Regional Tourism Organisation
(RTO), other marketing group or national association; or you are an airline with established routes to
New Zealand.
HOW DO I REGISTER TO ATTEND WITH TOURISM NEW ZEALAND?
Please complete and submit the online application form.
On submission you will receive an email confirming your application has been received. If you do not
receive an email, please contact Tania Stevenson, Trade Events Manager at
[email protected]
Note: You must confirm that you have read and agree to the Tourism New Zealand event terms and
conditions by ticking the box at the bottom of the event application form.
Acceptance: Consideration and acceptance of your application to participate at the Event is at the sole
discretion of Tourism New Zealand. Tourism New Zealand is under no obligation to provide you with any
reasons for their acceptance or rejection of your application.
Selection criteria: Without limiting the above Acceptance, your application to participate at the Event
will be assessed using one or more of the following criteria:
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the consistency of your application and your Product/Service with the objectives of the Event and
Tourism New Zealand;
the consistency of your application and Product/Service with Tourism New Zealand’s Event objectives
and statutory obligations;
the need to have an appropriately diverse selection of products and services promoted at the Event;
the order in which your application is received within the application timeframe, for example: “first
come first served”;
evidence of an independent accreditation under a third party quality rating system, which is widely
recognised nationally and/or internationally for its robust assessment process, for example:
Qualmark;
the availability of information about your Product/Service over the internet and by email and the
quality of such information;
where relevant, the ability of your Product/Service to be booked and commission paid in respect of
your Product/Service at the appropriate industry levels and relevant to the distribution system used;
your involvement with Tourism New Zealand’s marketing programmes, including but not limited to
the international media programme;
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evidence of international marketing of your Product/Service in relevant markets by you or via offshore travel sellers;
the availability of the relevant retail and wholesale rates for your Product/Service at the start of the
Event;
your financial and industry performance; and
any other criteria that Tourism New Zealand considers relevant to the selection of products and
services for promotion at the Event.
In addition to Tourism New Zealand’s Terms and Conditions, you will also need to adhere to the criteria
as set by the event organisers - Luxperience.
PASSPORTS AND VISAS
Passports and Visas are the responsibility of the participants attending the event. Participants should
confirm their individual visa and passport requirements prior to departure.
BROCHURE SHIPMENT
Tourism New Zealand will not coordinate or subsidise collateral shipment for this event. We recommend
Gateway Express from New Zealand to Sydney.
It is your discretion whether you choose to utilise this service or make independent arrangements,
however should you choose to do so, please contact Ram at Gateway Express International Ltd to
obtain the correct custom documentation to complete prior to sending your items to them.
The deadline for collateral to be with Gateway Express International Ltd is Monday, 03 August 2015. This
allows for the freighting time and the clearing of customs on arrival. Gateway Express will consolidate all
New Zealand Industry brochures to make the best use of air freight opportunities. You will be invoiced
separately for your portion of the freighting cost and for customs duties and clearance charges in
Australia. This will be based on the total weight of your shipment.
Shippers should send their goods in strong, transport-worthy packing to Gateway Express International
Ltd at the following address:
Attn: Ram Nair
Gateway Express International Ltd
22 Tacy Street
Kilbirnie
Wellington
Tel: +64 4 920 200
[email protected]
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Each package should be clearly and properly labelled with your contact name and address as well as a
second address label addressed to:
TBA
Goods should also be marked “Promotional brochures only, free distribution - Not for Resale”.
If you choose not to use Gateway Express International Ltd then we suggest that you use a courier
company that can track your shipments and can handle any delays that may occur at customs. Please
bring all tracking forms with you. Tourism New Zealand is not responsible for brochures held in Customs.
ADDITIONAL INFORMATION
Travel and Medical Insurance - TNZ does not organise travel and medical insurance on behalf of NZ
suppliers. Nor does TNZ provide any indemnity for loss or injury suffered by participants while in
Australia. It is recommended that you purchase a comprehensive medical and travel insurance policy
prior to departure.
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