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Rules and Regulations
The Organiser is the European Society of Cataract and Refractive Surgeons (ESCRS). The Exhibitor is the company that completes and submits the application for booth space. All communication regarding exhibition space must be channelled through the ESCRS Exhibition Department and orders for exhibition space will only be accepted online via the London Exhibitor Resource Centre (ERC).
Booth Space Rental
The rate per square metre in the exhibition area is €800 plus VAT and this covers the cost of booth space only. Technical information and details of shell schemes and other services will be made available online to all registered Exhibitors during May 2014.
Terms Of Payment
• A deposit of 25% of the total cost of the exhibition space is due on or before 17 January 2014
• Full payment for booth space is due by 31 March 2014
• In the event that full payment has not been received by 31 March 2014, the Organiser reserves the right to
re-allocate booth space.
Notification of cancellation of exhibition space must be received in writing by the Organiser on or before 31 March 2014. If notification of cancellation is received prior to 31 March 2014, and full payment (including VAT if applicable) has been paid, a refund of 75% of the total sum received by the ESCRS office for the booth space will be issued. If only the deposit payment has been received, no refund will be due.
If notification of cancellation of booth space is received after 31 March 2014 and the booth space has been paid in full, no refund will be due. If notification of cancellation of booth space is received after 31 March 2014 and only the booth space deposit has been received, the remaining 75% of the booth space cost will be due for payment.
If notification of cancellation of booth space is received after 31 March 2014 and no payment has been received, then 100% of the booth space cost will be due for payment.
If payment is not received within 30 days of cancellation the outstanding amount will be charged to the credit card registered to the associated ERC account.
Alterations in the Regulations
The Organiser reserves the right to alter the present regulations with immediate effect in the event that orders from the Authorities or other compelling reasons might make it necessary.
Alteration of Location and Size of Booths
The Organiser shall be entitled to alter the space rented by the Exhibitor and to undertake limitations of the rented area. Such limitations can only be made against a corresponding reduction of the booth space rental but shall not render the Organiser liable to pay compensation.
Furthermore, the Organiser shall be entitled, within thirty days after the receipt of the online application and deposit, without assigning any reason and without incurring liability to damage, to cancel the lease entered into against reimbursing any booth rental paid at the time of cancellation. Exhibitors are not permitted to sublet their booth space or lend it to a third party in part or in whole. Exhibitors may not exchange booth spaces without the written consent of the Organiser.
All Exhibitors are required to have Public / General Liability insurance with a minimum Limit of Indemnity of 2 Million EURO in order to participate in the Congresses and associated Exhibition. The Exhibitor shall be liable for personal injury and damage to property caused by the Exhibitor, his or her servants or agents, or by his or her equipment and activities. All Risks cover against damage and theft to the Exhibitors own property, and also to property rented/leased by the Exhibitor, shall also be arranged by each Exhibitor. Cover shall also be arranged for injury to exhibitors own employees, where applicable. Exhibitors shall ensure that any subcontractors engaged by them have similar and commercially reasonable insurances in place. It is the responsibility of each Exhibitor to ensure that they have the required insurance policies in place and the ESCRS is only responsible for damages arising from the willful neglect of it's permanent staff.
Each registered exhibitor is entitled to a complimentary allocation of exhibitor badges which are provided on a pro-rata basis. Medical doctors and Ophthalmologists may not be registered for exhibitor badges under any circumstance and doing so will incur booth space allocation penalties for future meetings. By agreeing to these terms and conditions the exhibitor confirms that they will adhere to this regulation.
All exhibitors will be listed in both ESCRS and EURETINA Final Programmes, provided booth space has been reserved and paid in full before the programmes go to print.
The Final Programmes will be distributed to all attendees at the Congresses.
Exhibitors may also submit a company listing (100 words) and logo for inclusion on the Virtual Exhibition which will be displayed on the ESCRS and EURETINA websites.
The Organiser is not responsible for errors or omissions in the Final Programmes or on the Virtual Exhibition.
Special arrangements, if any, between the Organiser and the Exhibitor which are not included in the agreement shall only be binding when accepted in writing by the Organiser.