Exhibition Information

The Exhibition of the 20th EURETINA Congress & the 38th Congress of the European Society of Cataract and Refractive Surgeons (ESCRS) will take place at:

Venue: Amsterdam RAI
Address: Europaplein 24, 1078 GZ Amsterdam, Netherlands
Transport Links HERE

Venue Information:
 Amsterdam RAI

Congress & Exhibition Schedule:
ESCRS & EURETINA Exhibition: 2 – 6 October 2020

(Friday – Tuesday, 5 days for all exhibitors)

20th EURETINA Congress: 1 – 4 October 2020

38th ESCRS Congress: 3 – 7 October 2020

 

Dates Times (TBC)

Additional Build-Up
(Must be booked in advance)

Monday 28 September 12.00 – 20.00
Tuesday 29 September 08.00 – 22.00
Official Build-Up Wednesday 30 September 08.00 – 22.00
Thursday 01 October 08.00 – 16.00
Opening Hours Friday 02 October 09.00 – 17.00
Saturday 03 October 09.00 – 17.00
Sunday 04 October 09.00 – 17.00
Monday 05 October 09.00 – 17.00
Tuesday 06 October 09.00 – 17.00
Breakdown Tuesday 06 October 18.00 – 22.00
Wednesday 07 October 08.00 – 17.00

Priority PointsTransport LinksBooth Space Registration (ERC)

*NEW ACCOUNT REQUIRED FOR THIS MEETING!

Booth Space Registration

The Organiser is ESCRS in conjunction with EURETINA. A 25% deposit is required to confirm the booking and must be submitted to the ESCRS Exhibition Department by 14 February 2020. An email confirmation will automatically issue when registration is completed and will include payment information. All bookings must be submitted via the Amsterdam 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 Amsterdam application will be processed.

*NEW ACCOUNT REQUIRED FOR THIS EXHIBITION!

Once space is reserved you will have entered into a contract with ESCRS. Please note all cancellation policies carefully.

Exhibition Rates:
Booth space rental: €800
per square metre (space only) (plus VAT, if applicable)

Optional extras:
Available on-line from April 2020

Booth Space rental includes:
1. Space only
2. Corporate Profile and Product Listing on the ESCRS and EURETINA websites
3. Corporate Listing in the final programmes
4. Complimentary Exhibitor badge allocation
5. One Priority Point per €1,000 spent on booth space rental

Payment Information:
The rental of booth space is €800 per square metre for space only (plus VAT, if applicable). If required, shell schemes, furniture and fittings and other extras can be hired at additional cost, details of which will be available from April 2020. Bookings submitted without credit card details will not be processed.

Terms Of Payment
• 25% booth space deposit due by 14 February 2020
• Full payment for booth space is due by 31 March 2020
• In the event that full payment has not been received by 31 March 2020, the Organiser reserves the right to re-allocate booth space and apply the cancellation policy.

The Exhibitor shall undertake to pay to ESCRS all costs related to the supply and provision of goods and services to the Exhibitor, and their agents, for the Exhibition. Please note that Exhibitors are responsible for their own transaction fees when submitting payments and these must be included in all payment amounts.

Cancellation Policy
Notification of cancellation of booth space must be submitted to the ESCRS Exhibition Department in writing and will only be deemed accepted once written acknowledgement has been confirmed. Cancellation of booth space will render all associated services null and void, including exhibitor badge registrations and meeting room bookings.

– If notification of cancellation is received prior to 14 February 2020 no cancellation fee will apply.

– If notification of cancellation is received after 14 February but prior to 31 March 2020 a 25% cancellation fee will apply, regardless of whether payment has been received or not.

– If notification of cancellation is received after 31 March 2020 but prior to 31 June 2020 a 50% cancellation fee will apply, regardless of whether payment has been received or not.

– If notification of cancellation is received after 30 June 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 will also apply to all optional extras and exhibition related services ordered.

Allocation of Space
Exhibition space will be assigned in April 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 once the full booth space payment has been received.

Alterations in the Regulationsshow details

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 Boothsshow details

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.

Insurance Requirementsshow details

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 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 wilful neglect of its permanent staff.

Force Majeureshow details

In the case of war, terrorism, immobilisation, strike, lockout, fire, regulations of the authorities or other circumstances beyond the control of the Organiser, which might render it impossible or difficult to carry through an arrangement, the Organiser shall be entitled to remove in whole or in part the arrangement to another time or to cancel the agreement and the Organiser shall not be liable to pay compensation to the Exhibitor or be bound to reimburse the rental paid.

Exhibitor Badgesshow details

Each registered exhibitor is entitled to a complimentary allocation of exhibitor badges which are provided on a pro-rata basis. Ophthalmologists may not be registered for exhibitor badges unless they are a direct and full time employee of the exhibiting company and can provide documentation to support this. Disregard of this, or any other congress regulation, will incur penalties for future meetings.

Final Programmeshow details

All exhibitors will be listed in both the ESCRS and the 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 delegates attending the Congresses.

Virtual Exhibitionshow details

Exhibitors may also submit a corporate profile (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, on the Congress Apps or on the Virtual Exhibition.

Priority Points System

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 and ESCRS 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 Congresses 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 14 February 2020 booth space deposit 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. Companies submitting the full booth space balance by the deposit payment deadline of 14 February 2020, will be granted an additional 50 priority points towards placement for the Amsterdam exhibition. Booth space allocations will be issued via email during April 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 ESCRS.

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 Congresses. 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 ESCRS Exhibition Department.

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