Schedule of Services

2. CONFERENCE ADMINISTRATION A per delegate, per day fee applies.*

Provide initial recommendation on suitable Region to stage the Conference based on the clients brief.

Provide an initial written outline on our recommendations of venues to be utilised plus any off site requirements including estimated costs and availability. This can be presented in person or via email in a detailed quotation with supporting visual.

Negotiate rates at the desired venues and contract accordingly providing overall Budget of event.

Provide a dedicated Event Manager to be the key liaison point between the client and Focus New Zealand leading into the Conference.

Other services that will be inclusive of the fee include:-

- Organise & book all flight requirements (Conditions apply)

- Regular financial update on event status- Management of supplier deposit payments- Maintenance of accommodation status reports 90/60/30

days- Final numbers report to each venue- Final Rooming list provided to hotel based on clients

total passenger list- Facilitation of all transfer movements including

co-ordination of all timings, numbers and Drivers Instructions would be handled.

- Focus New Zealand would provide a detailed Function Order relating to each aspect of the Conference. This would be signed off by the client and distributed accordingly. This would provide confirmations of timing, food and beverage requirements, audio visual requirements, special needs etc.

- Focus New Zealand would provide the client’s in house contact with a full pre conference briefing document.

- General communication costs would be included ie. phone/tax/email/general postage.

Personalised itinerary to each Conference delegate, sent directly or via clients Head Office. Refer to schedule 8 if a more upmarket Documentation Travel Set is required.

*Including travel days.

Focus New Zealand is the Conference and Incentive Division of Grand Pacific Tours. As destination specialists for the Conference and Incentive market, Focus New Zealand provides a ‘one stop shop’ environment for groups of any size choosing New Zealand as a destination.

The ‘one stop shop’ approach incorporates the facilitation of many fundamental aspects of a group of people travelling to New Zealand for a Conference or Incentive. These services include registration; Trans Tasman group flights; venue and accommodation requirements; airport transfers and daily coach requirements (*); ground management; full touring itineraries including pre and post conference; half and full day options plus partner programmes during the event; stay put incentive programmes; hospitality desk management (*); and delegate documentation. (*) Conditions apply.

1. VENUE SEARCH AND BOOKING Administration Fee is charged per destination. Focus New Zealand to receive accommodation

commission.

Provide initial recommendation on suitable Region to stage the Conference based on the clients brief.

Provide an initial written outline on our recommendations of venues to be utilised plus any off site requirements including estimated costs and availability. This can be presented in person or via email in a detailed quotation with supporting visual.

Negotiate rates at the desired venues and contract accordingly with all payments done directly between the client and the supplier.

Once Focus New Zealand has contracted the group no further involvement would be required.

If transfers, air travel or sightseeing is required, this

would be quoted separately.

Let’s get down to business!

Accommodation options to suit all budgets

3. CONFERENCE ADMINISTRATION AND ON SITE MANAGEMENT

A per delegate, per day fee applies.* A per day Conference Management Fee available at an additional charge.**

5. INCENTIVE PROGRAMMES OR MULTI DESTINATION LEISURE GROUPS

Focus New Zealand is a Division of Grand Pacific

Tours, New Zealand’s leading tour operator. Hence our specialty is constructing a package programme providing the best New Zealand has to offer, in one region or involving a multi regional itinerary.

A per person all inclusive cost would be provided based on the budget and brief.

A per person cost could include:- Return Airfares Return Airport/Hotel transfers in New Zealand including

meet and greet Luxury Coach Travel with experienced full commentary

Coach Captain Accommodation to suit the budget including hotel

porterage All meals - on and off site All sightseeing and pre paid attractions Full Documentation travel set Entertainment, themeing, merchandise requirements and

whatever ‘WOW’ factor is required.

Enquire about some sample itineraries in your region of choice.

6. REGISTRATION MANAGEMENT For any Conference where the client is not providing a

streamlined final list of delegates attending the event and their respective dates, Focus New Zealand apply an additional fee to manage the Registration process, either manually or electronically.

(A) MANUAL REGISTRATION Per delegate fee applies.

Focus New Zealand will design the relevant hard copy Registration Form which can be distributed with the conference documents or loaded onto a website as a PDF form. This would be done with the companies individual branding and capture all elements suited to the conference specifications.

Focus New Zealand will take receipt of the completed forms either directly or second hand after collated by the client and input them into our computerised conference management programme.

This charge would include taking individual registration payments from delegates by cheque, cash, direct debit or credit card (* transaction fees apply).

Focus New Zealand can provide regular reports on registration numbers to the client.

Focus New Zealand can provide Excel lists to the client for printing name badges etc.

All services provided in Schedule 3.

Focus New Zealand Event Manager will stage an onsite meeting with all relevant suppliers leading into each event.

Focus New Zealand Event Manager would be present at each event to ensure all aspects run smoothly.

Focus New Zealand Event Manager would be available to the client to arrange any incidental new arrangements surrounding the event.

Focus New Zealand Event Manager would manage the dispatch of any transfer movements to off site venues.

Focus New Zealand Event Manager would be available to assist with any leisure activity recommendations whilst the conference is in progress.

Debrief with the client following the Event. *Including travel days. **Half day or shorter hours can be charged on a pro rata basis

(subject to the chosen destination).

4. MANAGEMENT OF AN ASSOCIATION CONFERENCE INCLUDING FULL REGISTRATION SERVICES AND CONFERENCE MANAGEMENT.

Fee is based on a per delegate cost according to full brief.

For larger complex events Focus New Zealand choose to incorporate the services of Conference Innovators, New Zealand’s Leading Professional Conference Organiser based in Christchurch.

Focus New Zealand would work with the client on the required brief, however, a full proposal and presentation would be administered by Conference Innovators. This would include all elements of the event including:-

Project planning and risk management Full financial management and reporting Preparation of effective marketing and communication

strategies Conference website development and maintenance Preparation of all print and web material, promotional

teasers, registration brochures etc Venue recommendation, booking and liaison Speaker liaison, co-ordination and advice Accommodation requirements Sponsorship co-ordination Secretarial support Exhibition Management Supplier liaison Conference Innovators would partner with Focus New

Zealand to manage all flight arrangements, transfer movements, pre and post touring, half and full day touring plus partner programmes.

(B) ELECTRONIC REGISTRATION

Per delegate fee applies. Electronic Registration is handled by EventLink. The online interface will reflect your company’s branding,

allowing participants to seamlessly register via your website.

Design of registration form (supplied as a PDF document)

Instant acknowledgement of electronic registrations Provides 24/7 access to delegates Online easy to follow registration instructions Hard copy registration forms processed, acknowledged

and receipted Participants can update their own records Reports available 24/7 All information is collected including dietary,

accommodation and special requirements Profile information can be collected to assist you and

your event sponsors with future marketing Credit Card payments made on line Participants fees deposited into your account within 48

hours of receipt Income summaries at the touch of a button Daily back up of data Individual delegate personal packs (in alphabetical

order) provided for registration desk staff, this will include a registration card reflecting their record: name badge, social tickets etc.

List of participants provided (in PDF format)

Additional Services:

Lanyard Style name badge Satchel tag Mass email to registered attendees

Please note: Registration service can only be offered in conjunction with significant use of other Focus New Zealand services (conditions apply).

7. AIRLINE BOOKINGS Management of flights in any of the above Schedules is

included when flights are based on a Group Booking.

Where delegates are required to book and pay for their own flights direct to Focus New Zealand or any alternate dates/routes are required outside of the Group Booking a per person surcharge applies.

Please note: Airline booking service can only be offered in conjunction with significant use of other Focus New Zealand services. (Conditions apply).

8. DOCUMENTATION EXTRAS Complimentary (offered in conjunction with the

Conference Administration).

Personalised colour itinerary; airline tickets where applicable; resealable customs plastic bag for liquids; New Zealand map; Australian & New Zealand departure cards. All presented in a Focus New Zealand DL size presentation folder.

Basic Pack - POA

Ruskin fabric ticket wallet with multiple compartments and zip closure and matching luggage label; plus the above list of complimentary items.

Deluxe Travel Pack - POA

Ruskin fabric day travel bag with matching luggage label; toiletry wetpack; ticket wallet with multiple compartments and zip closure. Plus the full list of complimentary items.

Note: Rates for all services outlined are available on application. This document is not to be distributed to any third parties without Focus New Zealand’s knowledge and permission.

AUSTRALIA1st Floor, 716 Mt Alexander RoadPO Box 774, Moonee PondsVictoria 3039 Australia

Toll Free 1800 047 801Fax 03 9372 0299

NEW ZEALANDPO Box 24512, Royal OakAuckland New Zealand

Toll Free 0800 444 673Fax 0800 444 731

A DIVISION OF GRAND PACIFIC TOURS

ABN 95 072 657 624LIC No 32046

Email info@focusnewzealand.com.auOnline www.focusnewzealand.com.au

Focus New Zealand the ‘one stop shop’ Destination Specialist