CALL FOR DEMONSTRATIONS www.itsworldcongress2019.com
ABOUT THE 26 TH ITS WORLD CONGRESS SINGAPORE 2019 The congress venue Suntec Singapore Convention & Exhibition Centre is the World s Leading Meetings & Conference Centre, located at the heart of Asia s most integrated meetings, conventions and exhibitions hub. With great versatility featuring 42,000m² of flexible customisable space, free WiFi, digital signage, an excellent range of culinary choices and a dedicated team of service experts, our award winning facility can cater to events from 10 to 10,000 persons. Only 20 minutes from Changi International Airport, Suntec Singapore Convention & Exhibition Centre is conveniently located in the Central Business District and just minutes from the city s entertainment and cultural attractions. Suntec Singapore offers direct access to 5,200 hotel rooms, 1,000 retail outlets, 300 restaurants, 6 museums and Esplanade - Theatres on the Bay. Suntec Singapore Convention & Exhibition Centre 1 Raffles Boulevard, Suntec City, Singapore 039593 www.suntecsingapore.com Fast facts: DATES: 21 to 25 October 2019 VENUE: Suntec Singapore Convention & Exhibition Centre Over 10,000 attendees from around 60 countries worldwide Visit www.itsworldcongress2019.com for the latest information EMAIL: spex.sales@itsworldcongress2019.com for more information on sponsorship and exhibition sales opportunities ITS World Congress 2019 themes Smart Mobility, Empowering Cities Connected & Automated Vehicles Crowdsourcing & Big Data Analytics Cybersecurity & Data Privacy Multimodal Transport of People & Goods Policies, Standards & Harmonisation Safety for Drivers & Vulnerable Users Smarter Travel Demand Management Sustainable Smart Cities 2
OVERVIEW FOR ORGANISATIONS The 26 th ITS World Congress in Singapore will take place in and around the Suntec Singapore Convention and Exhibition Centre. The desired impact of the demonstrations is to inform and convince government, decision makers, general public and media of the benefits of ITS. The demonstrations also provide an opportunity to showcase your offerings and organisation. One of key demonstrations will be a mock-up of Singapore s next generation Electronic Road Pricing currently being implemented. The has been developed by the 26 th ITS World Congress Demonstrations Committee and incorporates the following process: better understand the nature of the intended demonstrations and ascertain basic logistical requirements. In addition, it is envisioned that 26 th ITS World Congress Demonstrations Committee may try and group demonstrations where feasible to provide a better experience for the attendees and enhance marketing for you, the partner organisation. The following demonstration environments are proposed and subject to finalisation, dependent on the responses received to this Call for Demonstrations: Static indoor (allocated area) at the Marina Bay Floating Platform site Closed circuit that is off-public roads Open circuits that are on public roads (subject to regulatory approval) Step 1: Storyboard Application Complete Part A of the application form (page 6 of this document) and submit to the 26 th ITS World Congress Demonstrations Committee by 30 April 2018. Step 2: Detailed Submission Form Complete Part B of the application form (page 7 of this document) and submit to the 26 th ITS World Congress Demonstrations Committee by 28 June 2018. Step 2 should only be completed after the Committee has accepted the storyboard application. Step 3: Agreement Execution The agreement will be provided upon successful application. All submissions are to be made via email through info@itsworldcongress2019.com The purpose of the 26 th ITS World Congress Demonstrations Committee is to ascertain whether your organisation is interested to propose a demonstration and to collect a general description of what your organisation may be considering conceptually. In order to facilitate planning, the 26 th ITS World Congress Demonstrations Committee needs to Submission of this Storyboard Application will serve as your organisation s intent to participate. At this time, information submitted will be considered your best summation of a possible Demonstrations. Please provide as much information as possible. It is understood that this submission is subject to change. A Detailed Submission Form and Agreement Execution process will be required at a later date. Submission of this Storyboard Application will allow your organisation early access to the planning process (your organisation may be included in teleconferences, face-toface meetings, and information dissemination). Whilst it is not mandatory to propose a demonstration which follows the predefined themes, the 26 th ITS World Congress Demonstrations Committee has decided to propose the same themes as the 26 th ITS World Congress in order to create a synergy between the different congress elements such as the technical programme, exhibition, demonstrations, technical visits and ancillary events. These themes are only suggestions to help you in your choice and description of the Demonstration you want to propose. Your Demonstration does not have to fit into these themes. Your organisation is free to propose a Demonstration that does not fit in a predefined topic.
APPLICATION GUIDELINES AND DEMONSTRATIONS FEE If your organisation is invited to participate in providing a demonstration, upon a successful application, you will have to commit to the following requirements through an executed agreement: Appoint one dedicated point of contact to serve as a representative, who from time to time will attend the 26th ITS World Congress Demonstrations Committee meetings. This individual should have the best possible combination of technical and logistical understanding of your company s demonstration so that they can serve as a capable liaison for your organisation. Additional representatives will be permitted/encouraged at certain 26th ITS World Congress Demonstrations Committee planning meetings especially where technical expertise is warranted. Appoint one dedicated marketing and business representative, who from time to time may be required to attend the marketing committee meetings. In addition, your organisation will be asked to provide marketing images, video clips, or other media in support of the promotional campaigns for the demonstration event and 26th ITS World Congress in general. The demonstration fee associated with undertaking a demonstration is: Inclusive as part of a specific sponsorship that your organisation may have entered into with ITS Singapore as part of the 26th ITS World Congress, or SGD21,200 (inc. of 7% GST) and the purchase of floor space in the exhibition hall equivalent to a minimum of 18sqm. This fee covers a number of important items that ultimately provide a larger return on your investment and are common among all participants. All exhibition spaces and locations within the hall are subject to availability and on a first-come, first-served basis. 4 DEMONSTRATION MARKETING Promotion via the 26th ITS World Congress marketing tools, including on the 26th ITS World Congress website and inclusion of demonstration activities in the official programme. Comprehensive informational leaflet available in advance, and distributed on-site to participants and media partners. Inclusion of footage of your demonstration feature in the daily videos. Integrated advertising with other 26th ITS World Congress promotional activities. DEMONSTRATION STAGING Registration for your demonstration through the 26th ITS World Congress website, a mobile application and a desk at the onsite Demonstration Lounge. Attractive open space Demonstration Lounge in the exhibition area with every demonstration identified. This includes provision of signage, computer and screen. A registration desk at the Demonstration Lounge. Additional signage in the 26th ITS World Congress exhibition venue making it easy to find and access the Demonstration Lounge. A mobile application which will guide the participants to the Demonstration Lounge. Barriers, cones, fencing and pedestrian safety needs around the demonstration staging area.
Access to open circuits or open roads (subject to regulatory approval), as necessary for the specific demonstration. Bus transfers to/from the Congress venue to your demonstration staging area, as necessary for the specific demonstration. DEMONSTRATION OPERATIONS Static indoors (allocated area) at the Marina Bay Floating Platform site. Each modular station measures approx. 9 x 6 metres (two car park lots included) with basic power points (13Amp) provisioned. Overview of Marina Bay Floating Platform Closed circuit. This area in within the Marina Bay Floating Platform site. It features the closed demonstration circuit measuring approx. 400 metres with demarcated pickup and drop off points. Open circuits along public roads (subject to regulatory approval) There are two proposed routes for demonstration, both are one-way multi-lanes roads. There will be demarcated pickup and drop off points along the routes. One of the route features both right and left turns, including a few traffic light controlled junctions. WHAT S NOT INCLUDED All activities and expenses associated with your demonstration not covered as part of the demonstration fee shall be your organisation s responsibility. Examples include, but not limited to: All set up, removal and operational costs of the specific demonstration, including rehearsals. Cost for electricity, internet access (fixed / Wi-Fi), equipment and other specific needs for the demonstration (tents/marquees, catering, storage etc.) Specific security of product and systems and insurance costs. Marketing and presentations undertaken by your organisation pertaining to the demonstration. Open and Closed Circuits Map KEY DATES 1 CALL FOR DEMONSTRATION 2 3 4 SUBMISSION OF PART A STORYBOARD APPLICATION (BY 30 APRIL 2018) SHORTLISTING (BY 31 MAY 2018) FOR SHORTLISTED APPLICATIONS, SUBMISSION OF PART B DETAILED SUBMISSION FORM (BY 28 JUNE 2018) 5 FINAL LISTING AND APPROVALS (BY 31 JULY 2018) 6 AGREEMENT EXECUTION (BY 31 AUGUST 2018) 7 REHEARSALS FOR JUNE/JULY 2019 8 9 PUBLIC ANNOUNCEMENTS AT THE 2018 ITS WORLD CONGRESS IN COPENHAGEN FINAL REHEARSALS IN JUNE/JULY 2019 (BY OCTOBER 2019) Note: the Key Dates are subject to change 5
CALL FOR DEMONSTRATION APPLICATION FORM PART A Part A Storyboard Application (Only complete Part A and submit to 26 th ITS World Congress Demonstrations Committee) ORGANISATION NAME: TYPE OF ORGANISATION: Government Agency University/research institution For-profit organisation Small or medium enterprise (SME) Not-for-profit organisation Other WEBSITE: ARE YOU AN EXISTING SPONSOR OR ARE YOU PLANNING TO BE A SPONSOR OF THE 2019 ITS WORLD CONGRESS? Yes No Anticipated Sponsorship Level: ARE THERE ANY OTHER ORGANISATIONS OR COMPANIES THAT WILL BE A PART OF YOUR DEMONSTRATION(S)? Yes No If yes, please list below: PARTNER 1 ORGANISATION NAME: TYPE OF ORGANISATION: Government Agency University/research institution For-profit organisation Small or medium enterprise (SME) Not-for-profit organisation Other PARTNER 2 ORGANISATION NAME: TYPE OF ORGANISATION: Government Agency University/research institution For-profit organisation Small or medium enterprise (SME) Not-for-profit organisation Other PRINCIPAL POINT OF CONTACT NAME: EMAIL: OFFICE PHONE (inc. country code): MOBILE (inc. country code): STREET ADDRESS: STATE: COUNTRY: POSTCODE/ZIP: HAVE YOU PARTICIPATED IN AN ITS WORLD CONGRESS DEMONSTRATION PREVIOUSLY? Yes No If yes, which one(s): SECONDARY POINT OF CONTACT NAME: EMAIL: OFFICE PHONE (inc. country code): MOBILE (inc. country code): STREET ADDRESS: STATE: COUNTRY: POSTCODE/ZIP: HAVE YOU PARTICIPATED IN AN ITS WORLD CONGRESS DEMONSTRATION PREVIOUSLY? Yes No If yes, which one(s): MARKETING/PROMOTION POINT OF CONTACT MARKETING/PROMOTION CONTACT NAME: EMAIL: OFFICE PHONE (inc. country code): MOBILE (inc. country code): STREET ADDRESS: STATE: COUNTRY: POSTCODE/ZIP: HAVE YOU PARTICIPATED IN AN ITS WORLD CONGRESS DEMONSTRATION PREVIOUSLY? Yes No If yes, which one(s): DEMONSTRATION STORYBOARD PROPOSED TITLE OF DEMONSTRATION: STORYBOARD OR BRIEF DESCRIPTION: The opportunity for a more detailed description will come later as part of the detailed Application DO YOU HAVE A PICTURE OR GRAPHIC THAT DESCRIBES YOUR DEMONSTRATION? Yes No If yes, please email any title, diagram, picture, videos, or other material 6
CALL FOR DEMONSTRATION APPLICATION FORM PART B Part B Detailed Application (Only complete Part B after acceptance of Part A by 26 th ITS World Congress Demonstrations Committee) ORGANISATION NAME: CONTACT PERSON: PROPOSAL NAME OF DEMONSTRATION: PHYSICAL AREA THAT BEST SUITS YOUR DEMONSTRATION: Static indoor Static outdoor Mobile indoor Mobile outdoor boundary defined area Mobile outdoor test track Mobile outdoor open road PROVIDE FULL DETAILS OF YOUR DEMONSTRATION INCLUDING THE EXPECTED EXPERIENCE OF THE PARTICIPANTS/ATTENDEES: HAS THIS BEEN DEMONSTRATED PREVIOUSLY AT A PUBLIC EVENT OR CONFERENCE? If yes, please describe: WILL ELEMENTS OF YOUR DEMONSTRATION IN PART OR IN WHOLE REMAIN SUCH THAT THEY WILL HAVE TO BE DISPOSED OF BY OTHERS? OPERATIONS & LOGISTICS HOW MANY PEOPLE (FROM YOUR STAFF OR OTHERS) ARE REQUIRED TO RUN ONE ITERATION OF YOUR DEMONSTRATION? IF YOUR DEMONSTRATION IS MOBILE WITH RIDERS, HOW MANY ATTENDEES CAN YOU ACCOMMODATE IN EACH ITERATION OF YOUR DEMONSTRATION: IF YOUR DEMONSTRATION IS MOBILE BUT CAN BEST BE OBSERVED FROM A DISTANCE, WHAT ARE THE MINIMUM AND MAXIMUM VIEWING DISTANCES FOR OPTIMAL PARTICIPATION BY ATTENDEES? PLEASE DESCRIBE ANY SAFETY OR SECURITY CONCERNS WITH YOUR DEMONSTRATION: PLEASE DESCRIBE ANY ON-SITE REHEARSAL REQUIREMENTS YOU HAVE IN ADVANCE OF THE CONGRESS (DAYS/WEEKS/MONTHS IN ADVANCE AND DURATIONS FOR EACH)? Note: these will be additional to any required by the 2019 World Congress Demonstrations Committee 7
For further information pertaining to the, please email 26 th ITS World Congress Demonstrations Committee info@itsworldcongress2019.com