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Photo: © 2004 Netherlands Board of Tourism & Conventions
Terms & Conditions
Terms and Conditions of Sponsorship
1. All sponsorships are awarded on a first come, first served basis.
2. The sponsorship fee does not include free conference registration unless
specifically stated in the sponsorship opportunity details.
3. All sponsorship materials must be submitted before 1 May 2009 to ensure
inclusion in production schedule. Sponsorship pledges after this date may still
be accepted with caveats.
4. Sponsors may not sublet, assign or apportion any part of the item(s)
sponsored nor represent, advertise or distribute literature or materials for the
products or services of any other firm or organisation unless by prior agreement
with the Organisers.
5. European Society of Ophthalmology will not be liable for damage or loss to
Sponsor’s property by fire, theft, accident, or any other cause, whether the
result of negligence or otherwise.
6. No part of an exhibit nor any signs or other materials may be pasted, nailed
or otherwise affixed to walls, doors or other surfaces in a way that defaces the
premises or equipment and furnishing. Damage costs incurred from failure to
observe this notice will be payable by the Sponsor.
7. Sponsors are permitted to offer pledges for single or multiple items/events.
8. For sponsorship opportunities that include signage, please note signage space
may be limited. The Organisers will inform each sponsor of the maximum size and
number of signs, etc.
9. In order to limit costs, the European Society of Ophthalmology and its agents
may limit the number of colours used for the printing of sponsor logos.
10. In the event of a Sponsor becoming bankrupt or entering into liquidation (other
than voluntary liquidation for the purpose of amalgamation or reconstruction) or
having the Receiver appointed, the contract with such Sponsor will terminate
forthwith, the allotment of sponsorship will be cancelled, and all sums paid by
the Sponsor under contract will be forfeited.
11. The Organisers accept no responsibility for any damages if the sponsored
event is not performed because of any obstacle or hindrance outside the control
of the Organisers, which the Organisers could not reasonably have foreseen when
signing this contract and which the Organisers could not have avoided at a
reasonable effort or cost. Such obstacles and hindrances include, but are not
limited to, the outbreak of war, civil riots, governmental or other obstacles
for the freedom of travel, union actions, natural disasters, fire, flooding and
any other circumstances that fall within the meaning of the above.
12. Promotion for the activities of any company is only permitted from the
Sponsor’s company stand within the exhibition area and from the assigned lecture
hall on the day when a satellite symposium is scheduled to take place. Any
promotion outside of this, such as distribution of leaflets or materials to
delegates within the Congress premises or during other activities, is not
permitted.
13. For satellites only – in addition to the costs above, the Sponsor is solely
responsible for covering all costs in relation to the symposium that are not
listed in the agreed benefits.
Terms and Conditions of Exhibition
1. Definitions
In these Regulations the term ‘Exhibition’ in all cases refers to the Industry
Exhibition being held in conjunction with the European Society of Ophthalmology.
The term ‘Exhibitor’ includes any person, firm, company or corporation and its
employees and agents to whom space has been allocated for the purpose of
exhibiting at the Exhibition. The term ‘Exhibition Organisers’ means Concorde
Services Limited on behalf of the Organising Committee. The term ‘Premises’
refers to those portions of the stated venue licensed to the Organisers.
2. Application
The Exhibition Organisers reserve the right to refuse any application or
prohibit any exhibit without assigning any reason for such refusal or
prohibition.
3. Exhibition Dates and Cancellation
The Organising Committee reserves the right to change the venue, time and date
of reservations up to six months before the start of the Congress.
The Exhibition Organisers reserve the right to postpone the Exhibition from the
set dates, and to hold the Exhibition on other dates as near to the original
dates as possible, utilising the right only when circumstances necessitate such
action and without any liability to the Exhibition Organisers.
The Exhibition Organisers accept no responsibility for any damages if the event
is not performed due to any obstacle or hindrance outside the control of the
Exhibition Organisers, which the Exhibition Organisers could not reasonably have
foreseen when signing this Contract and which the Exhibition Organisers could
not have avoided at a reasonable effort of cost. Such obstacles and hindrances
include, but are not limited to, the outbreak of war, civil riots, governmental
or other obstacles for the freedom of travel, union actions, natural disasters,
fire, flooding and any other circumstances that fall within the meaning of the
above.
4. Exhibition Layout
The Exhibition Organisers reserve the right to change the exhibition floor
layout if necessary. The Exhibition Organisers reserve the right in unforeseen
circumstances to amend or alter the exact site of the location of the stand and
the Exhibitor undertakes to agree to any alteration to the site or the space
re-allocated by the Exhibition Organisers.
5. Contract Cancellation
In exceptional circumstances the Exhibition Organisers will be prepared to
consider cancellation of their Contract with Exhibitors, but only if the
following conditions are complied with:
1. that the request for cancellation is submitted by registered post
2. that the request is received at least three months prior to the opening of
the Exhibition
3. that the Exhibition Organisers are able to re-let the cancelled space in its
entirety
4. that the reason given for the request of the cancellation is, in the opinion
of the Exhibition Organisers, well founded
5. that the Exhibitor agrees that the Exhibition Organisers shall retain 10% of
the contract price if the cancellation is accepted more than twelve (12) months
prior to the Exhibition. 50% of the contract price if the cancellation is
accepted after that time and up to three (3) months prior to the event. 100% of
the contract price if the cancellation is accepted within three (3) months prior
to the Exhibition Opening.
6. Bankruptcy or Liquidation
In the event of an exhibitor becoming bankrupt or entering into liquidation (other
than voluntary liquidation for the purpose of amalgamation or reconstruction) or
having the Receiver appointed, the contract with such an exhibitor will
terminate forthwith, the allotment of stand space will be cancelled, and all
sums paid by the Exhibitor under contract shall be forfeited.
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