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Rules and Regulations

Exhibition Organiser

The Organiser is the European Society of Retina Specialists. The Exhibitor is the company that completes and submits the online application for space. All communication regarding exhibition space must be channelled through the EURETINA office and orders for exhibition space will only be accepted on the official online exhibition reservation form.

Booth Space Rental

The rent per square metre in the exhibition area is €600 and this covers the cost of booth space only. Optional extras will be available to order online from June 2013.

Terms of Payment

A deposit of 25% of the total cost of the exhibition space is due on or before 14 December 2012

Full payment for booth space is due by 31 March 2013

In the event that full payment has not been received by 31 March 2013, the Organiser reserves the right to reallocate booth space.

Final Programme

All Exhibitors will be listed in the Final Programme, provided booth space has been reserved and paid in full before the programme goes to print. All Exhibitors may also submit a product listing and company logo for inclusion on the EURETINA Virtual Exhibition. These may be uploaded through the ERC. The Organiser is not responsible for errors or omissions in the programme or on the virtual exhibition.

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 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 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 or lend it to a third party in part or whole. Exhibitors may not exchange booths without the written consent of the Organiser.

Insurance Policy

All Exhibitors are required to have Public / General Liability insurance with a minimum Limit of Indemnity of 2 Million EUR in order to participate in the Congress 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 Exhibitor’s 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 EURETINA is only responsible for damages arising from the willful neglect of the EURETINA’ permanent staff.


Cancellation / Refund Policy

Notification of cancellation of exhibition space must be received in writing by the Organiser on or before 31 March 2013. If notification of a cancellation is received prior to 31 March 2013, and booth space has been paid in full, a refund of 50% of the total cost of the booth space will be issued. If only deposit payment has been made this will not be refunded.

If notification of a cancellation of booth space is received after 31 March 2013 and the booth space has been paid in full then no refund will be due.

If notification of a cancellation of booth space is received after 31 March 2013 and only the deposit payment has been received then the remaining 75% of the cost of the booth space will be due for payment.

If notification of a cancellation of booth space is received after 31 March 2013 and no deposit payment has been received then 100% of the cost of the booth space will be due for payment.

If payment is not received within 30 days of cancellation the outstanding amount will be charged to the registered credit card.

This cancellation policy also applies in the event of part cancellation or reduction of booth space.

Special Arrangements

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.

 

EURETINA, Temple House, Temple Road, Blackrock, Co Dublin. | Phone: 00353 1 2100092 | Fax: 00353 1 2091112 | Email: euretina@euretina.org

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