Exhibition space is allocated based on a Priority Points System. Not only is this system deemed to be the fairest method of allocating space, it also offers a variety of avenues to promote individual companies. All exhibiting companies will be evaluated according to points earned during the preceding calendar year. As corner booths and booths located close to entrances and catering points are frequently requested by companies, these spaces will be assigned according to priority points and booking and payment dates, in conjunction with the technical aspects of the exhibition hall.
Points can be accrued through participation in previous EURETINA exhibitions, advertising in Congress programmes, advertising in EuroTimes, and through a variety of sponsorship options including the EuroTimes Satellite Education Programme, wetlab sponsorship and sponsorship of congress activities including delegate bags and the congress wi-fi.
Priority Points System – Rules & Regulations
Exhibition information for the following year’s Meetings will be sent to participating companies after each Annual Congress and the deadline for receipt of bookings and payments will be clearly indicated. Each booking will be assessed based on the number of Priority Points in conjunction with submission and payment dates.
To benefit from the Priority Points system, please ensure that you complete the online booking process to meet the 31 January 2020 booth space payment deadline. Bookings received after this date will be allocated space as they are received, after completion of the initial space assignments. The points system will not be applied. Booth space allocations will be issued via email during January 2020 using the points accrued during 2019. Where companies receive equal points and request the same amount of space, priority will be given to those companies who have exhibited at the three previous congresses. Where this applies to several companies, space will be assigned on a first-come, first-served basis, based on the dates the booking and payments were received by EURETINA.
Where companies have no points, space will also be assigned on a first-come, first-served basis, based on the booking and payment dates.
Points gained from the purchase of exhibition space will not be allocated to companies until the beginning of the following year, i.e. companies that have exhibited in 2019 will have earned points for the 2020 Meetings. Companies wishing to have adjacent or shared space must submit their requests on the official online exhibition reservation form. Please note that requests for placement near to or away from other exhibiting companies may limit positioning of booth spaces. Please remember to include your requests when booking as it may not be possible to change booth space location at a later stage. Please also note that while we will endeavour to accommodate all reasonable requests this may not always be possible.
If you require further information, or would like to know the number of points accrued by your company, please contact the EURETINA Exhibition Department.
A 50% deposit is required to confirm the booking and must be submitted to EURETINA within 7 days of completing the booth space registration process. An email confirmation will automatically issue when registration is completed and will include payment information. All bookings must be submitted via the Vilnius Exhibitor Resource Centre (ERC), verbal or written applications will not be accepted. Likewise, incomplete bookings or bookings submitted without a deposit payment will not be processed. Companies wishing to have adjacent or shared spaces must submit their requests during the booking process. Companies with outstanding balances from previous meetings must clear all amounts due before an application for the Vilnius meeting can be processed.
*NEW ACCOUNT REQUIRED FOR THIS MEETING!
Once space is reserved you will have entered into a contract with EURETINA. Please note all cancellation policies carefully.
Booth rental: €2,500 per 6 sqm exhibit (plus VAT, if applicable)
Booth Space rental includes:
1. Tabletop Exhibit
2. Corporate Profile and Product Listing on the EURETINA website
3. Corporate Listing in the final programme
4. Complimentary Exhibitor badge allocation
5. One Priority Point per €1,000 spent on booth space rental
Terms Of Payment
• 50% booth space deposit due within 7 days of completing the booking
• Full payment for booth space due by 31 January 2020
• In the event that full payment has not been received by 31 January 2020, the Organiser reserves the right to re-allocate booth space and apply the cancellation policy.
Notification of cancellation of booth space must be submitted to the EURETINA Exhibition Department in writing and will only be deemed accepted once written acknowledgement has been confirmed. Upon cancellation of exhibition space all associated services will be withdrawn, including exhibitor badge registrations and meeting room bookings.
– If notification of cancellation is received after 30 November 2019 but prior to 31 January 2020 a 50% cancellation fee will apply, regardless of whether payment has been received or not.
– If notification of cancellation is received after 31 January 2020 a 100% cancellation fee will apply, regardless of whether payment has been submitted or not.
This cancellation policy also applies in the event of part cancellation or reduction of booth space.
In the event that outstanding cancellation balances are not submitted within 30 days, these will be charged to the credit card registered to the ERC account. This also applies to all booth extras and exhibition related services ordered. The exhibitor assumes responsibility for all costs associated with orders placed for their booth space.
Allocation of Space
Exhibition space will be assigned in January 2020 and confirmation of booth space locations will be emailed once the allocations have been completed. Please note that requests for placement near or away from other exhibiting companies may limit booth space positioning. Booth space allocations will only be issued when the full booth space payment has been received.
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 to do so.
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 accepted online application, without assigning any reason and without incurring liability to damage, to cancel the lease entered into against reimbursing any exhibit space rental paid at the time of cancellation.
Exhibitors are not permitted to sublet their exhibit space or lend it to a third party in part or in whole. Exhibitors may not exchange exhibit spaces without the prior written consent of the Organiser. All constructions must conform to the design and technical regulations provided by the EURETINA Exhibition Department in conjunction with the hosting venue. Failure to do so will result in refusal to exhibit.
All Exhibitors are required to have Public / General Liability insurance with a minimum Limit of Indemnity of 2 Million Euro in aggregate in order to participate in the Meeting 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 for the duration of the exhibition build-up, open days and dismantle period. All relevant documentation must be available for inspection on-site at the exhibit space.
It is the responsibility of each Exhibitor to ensure that they have the required insurance policies in place. EURETINA is responsible only for damages arising from the wilful neglect of its permanent staff.
All exhibitors will be listed in the EURETINA Final Programme, provided booth space has been reserved and paid in full before the programme goes to print. The Final Programme will be distributed to delegates attending the Congress.
Exhibitors may also submit a corporate profile (100 words) and logo for inclusion on the Virtual Exhibition which will be displayed on the EURETINA website. The Organiser is not responsible for errors or omissions in the Final Programme or on the Virtual Exhibition.