17 th European Congress of Trauma & Emergency Surgery

Transcription

1 Invitation to the Exhibition, Advertising and Sponsoring 17 th European Congress of Trauma & Emergency Surgery April 24 26, 2016 Vienna, Austria Myths & Truths Organised by: European Society for Trauma and Emergency Surgery

2 Dates to Remember Start Abstract Submission Early Registration Deadline for Exhibition Space Cancellation Fee Deadline (Refund of 50% of total costs) Early Bird Registration Deadline Monday, August 31, 2015 Friday, November 13, 2015 (booked & paid) Friday, January 22, 2016 Friday, February 19, 2016

3 Table of Contents Invitation Scientific Committees Facts & Figures Outline of the Scientific Programme Preliminary Topics Contacts & Addresses Overview of Industry Support 1. Support Levels 2. Exhibition 2.1 Rates for Exhibition Floor Space 3. Advertisement 3.1 Final Programme 3.2 European Journal of Trauma and Emergency Surgery 4. Sponsorship Options Educational 4.1 Satellite Symposia (during lunch break) 4.2 Workshops & Hands-on Workshops 4.3 Poster Area and Meeting Lounge 4.4 Congress App 5. Sponsorship Options Delegate Support Services 5.1 Pads and Pens inserted in the Congress Bags (exclusive) 5.2 Congress Bag inserts 5.3 Lanyards with Company Logo (exclusive) 5.4 Message Board 5.5 Preview Center 5.6 Pocket Programme 5.7 Signposting 5.8 Coffee breaks 5.9 WIFI (exclusive) 5.10 Umbrellas (exclusive) Payment Conditions Terms & Conditions for Exhibitors/Sponsors Notes

4 Invitation Dear Industrial Partners, As a company active in the field of Trauma and Emergency Surgery, you are dedicated to improving methods, products and treatments for the care and rehabilitation of injured patients. We at ESTES, the European Society for Trauma and Emergency Surgery, share this mission with you. With 30 national member societies, representing almost members, ECTES has considerable influence on and input into the development and improvement of standards for trauma management and surgery as well as general and emergency surgery in Europe. In addition, pre-hospital rescue, military and disaster surgery, and surgical intensive care are focuses of the society. The European Congress of Trauma and Emergency Surgery (ECTES) has previously been successfully organised in Graz (2007), Budapest (2008), Antalya (2009), Brussels (2010), Milano (2011), Basel (2012), Lyon (2013), Frankfurt (2014), and Amsterdam (2015). In April 2016, the 17 th European Congress of Trauma and Emergency Surgery will take place in Vienna, Austria. From the 24 th to the 26 th of April, 2016, ECTES will host the congress at the Vienna Reed Messe Congress Center. General surgeons, visceral surgeons, trauma and orthopaedic surgeons, anesthesiologists, emergency physicians and intensive care specialists from Europe and all over the world have already expressed their strong interest in attending this event, for which as many as 1500 participants from 70 countries are expected. We are confident that once again, the European Congress of Trauma and Emergency Surgery (ECTES) will provide an extraordinary opportunity to present your company and showcase your products, but especially to meet specialists who have great interest in exploring modern trends in the field of trauma and emergency surgery across Europe and further afield. Join our efforts to create a forum under the motto Myths & Truths. Contribute to the significance and success of ECTES Vienna 2016 by participating as a sponsor and/or exhibitor. We very much look forward to working with you during this international scientific meeting. With kind regards, Richard Kdolsky ECTES 2016 President Hans-Christoph Pape ESTES President 2015/2016 Pol M. Rommens ESTES General Secretary 1

5 Scientific Committees ECTES 2016 President Richard Kdolsky (Vienna, Austria) ESTES President 2015/2016 Hans-Christoph Pape (Aachen, Germany) ESTES General Secretary Pol M. Rommens (Mainz, Germany) Local Organisers Vilmos Vécsei, Honorary Congress President (Vienna, Austria) Stephanie Arbes (Vienna, Austria) Roman Ostermann (Vienna, Austria) Harald Widhalm (Vienna, Austria) ÖGU President 2015/2016 Mehdi Mousavi (Vienna, Austria) Facts & Figures Delegate Profile Skeletal trauma surgeons, general surgeons, anesthesiologists, emergency physicians, visceral surgeons, orthopaedics and intensive-care specialists. Expected number of participants: 1500 Members of ESTES (as of April 2015) Individual Membership Members Institutional Membership Societies Members of national societies Country Statistics (Based on figures from ECTES 2015 in Amsterdam, The Netherlands) Representation of continents Europe 76,78 % Greater Middle East & India 5,19 % Asia 9,20 % North America 5,01 % Other 3,82 % Listing of countries with highest participation (2015) The Netherlands, Germany, United Kingdom, Italy, Japan, United States, Portugal, Switzerland, Sweden, Spain, Romania, South Korea, Czech Republic, Austria For detailed information about ESTES please refer to 2

6 Outline of the Scientific Programme Saturday, April 23 Sunday, April 24 Monday, April 25 Tuesday, April 26 08:30 09:00 Scientific Sessions 08:30 Scientific Sessions 08:30 Scientific Sessions 08:30 09:30 10:00 Coffee break 10:00 Coffee break 10:00 Coffee break 10:00 10:30 11:00 Scientific Sessions 10:30 Scientific Sessions 10:30 Scientific Sessions 10:30 11:30 12:00 12:30 13:00 13:30 Lunch break / Satellite Symposia 12:00 Lunch break / Satellite Symposia 12:00 ESTES General Assembly 12:00 Lunch break / Satellite Symposia 12:00 14:00 14:30 Scientific Sessions 14:00 Scientific Sessions 14:00 Scientific Sessions 14:00 15:00 15:30 Coffee break 15:30 Coffee break 15:30 Closing Ceremony 15:30 16:00 16:30 17:00 Start Registration 16:00 Scientific Sessions 16:00 Scientific Sessions 16:00 17:30 18:00 18:30 19:00 19:30 Official Congress Evening (at own expense) 20:00 20:30 3

7 Preliminary Topics Mangled extremity Military Disaster Polytrauma Isolated Amputation Limb saving Rehabilitation Bleeding Clotting agents Damage control surgery Non-operative treatment Polytrauma & Emergencies Pelvic fractures Damage control surgery Non-operative management Interface between emergency and trauma Hot clinical issues: TBI, VTE, blunt carotid vertebral injury Pediatric traumatic injuries Level I evidence Emergency surgery in the obese Joint replacement in fracture care Proximal humerus Complex elbow Innovations / advanced technologies Hybrid trauma management Surgery techniques in austere environments Military surgery is the cradle of trauma care Emergency service / prehospital / inhospital Organisation Maritime disasters Mules and bodypackers Sports injuries ACL Meniscal repair Cartilage Shoulder instabilities Orthogeriatric co-management Coagulation Pre-existing diseases Operative concepts Fragility fractures: ankle Abdomen Hepato-pancreatico-biliary surgery Complicated cholecystitis Oncological emergencies Malignant colonic obstruction Pseudomyxoma peritonei Complications Endoscopic injuries Care of septic patient Treatment concepts Politics and society Cross border rescue Cooperation between countries Financial crisis Refugee crisis UEMS 4

8 Contacts & Addresses Congress Venue Reed Messe Wien GmbH Congress Center Messeplatz 1 Postfach Vienna, Austria Professional Congress Organiser, Scientific Secretariat, Sponsoring & Exhibition, Accommodation Mondial Congress & Events has been appointed as the official congress management company responsible for overall organisation, congress registration, hotel booking, abstract handling, exhibition management and advertisements in congress publications. Mondial Congress & Events Operngasse 20b 1040 Vienna, Austria P F E ectes2016@mondial-congress.com For further details on the options available, please do not hesitate to contact us at any time. 5

9 Overview of Industry Support 1. Support Levels Platin Sponsor ,- EUR Gold Sponsor(s) ,- EUR Silver Sponsor(s) ,- EUR Bronze Sponsor(s) ,- EUR Support Level = Total Sponsorship Contribution (Sponsorship + Advertising Options + Exhibition Space) 2. Exhibition 2.1 Rates for Exhibition Floor Space Early registration For applications received and paid by Mondial Congress & Events by November 13, 2015: EUR 480,- exhibition space net/sqm Late registration For applications received by Mondial Congress & Events after November 13, 2015: EUR 530,- exhibition space net/sqm 3. Advertising 3.1 Final Programme 1 page inside: full color EUR 3.000,- Bookmark EUR 4.500,- 3.2 European Journal of Trauma and Emergency Surgery 1 page inside (black/white) EUR 1.900,- 1 page inside (2 colors) EUR 2.490,- 1 page inside (full color) EUR 2.940,- 6

10 4. Sponsorship Options Educational 4.1 Satellite Symposia during lunch break, 60 minutes EUR ,- 4.2 Workshops & Hands-on workshop, 60 minutes EUR 6.000,- 4.3 Poster Area and Meeting Lounge EUR 8.000,- 4.4 Congress App EUR 8.500,- 5. Sponsorship Options Delegate Support Services 5.1 Pads and Pens inserted in the Congress Bags EUR 3.500,- (excl. costs for production and delivery) 5.2 Congress Bag inserts EUR 1.500,- 5.3 Lanyards with Company Logo EUR 2.000,- (excl. costs for production and delivery) 5.4 Message Board EUR 2.000,- 5.5 Preview Center EUR 7.500,- 5.6 Pocket Program me EUR 5.000,- 5.7 Signposting Fixed display/screen of the Congress Center EUR 5.000, Company display/board EUR 5.000, Flower decoration EUR 7.500, Floor advertisement EUR 5.000,- 5.8 Coffee breaks Coffee break (morning or afternoon) EUR 2.500,- each Coffee break package (all day) EUR 4.500,- 5.9 WIFI EUR , Umbrellas EUR 8.500,- (excl. costs for printing the company logo) To ensure that the sponsorship package meets all specific marketing needs, sponsors are invited to create individual packages. Any additional ideas for promoting products and services are welcome for consideration. As the organisation is still in progress, the organisers will of course inform you and all potential industry participants as and when new sponsorship opportunities become available. 7

11 1. Support Levels Support Level = Total Sponsorship Contribution (Sponsorship + Advertising Options + Exhibition Space) Sponsors will receive acknowledgement, benefits and entitlements according to their level of sponsorship contribution. Platin Sponsor (EUR ) As the Platin Supporter of the congress, your company will enjoy the highest level of exposure offered. We view Platin Sponsors as our partners in the successful execution of the congress and will constantly work alongside you to provide opportunities to promote your company. This is a unique marketing opportunity and we are confident your involvement in this prestigious global forum will provide your company with exceptional business rewards. As a Platin Sponsor of the congress, your company will receive considerable exposure and recognition through the following benefits: 45 sqm exhibition space located in the center of the industrial exhibition 15 complimentary registrations 1 satellite symposium slot 1 advertisement in the final programme book Bag insert and/or brochure of your company (max. 2 sheets / 4 pages, max. format A4) Display of logo on the website, on the sponsor banner at the entrance area during the congress and on break-slides in each session room Preferential treatment for symposium room and booth space allocation Permission to use the congress logo on materials related to the congress, prior and during the congress (prior approval by ECTES required) Service facilities with office services (fax, copy machine) will be available One-time promotional campaign of the sponsor s activities at ECTES 2016 through the ECTES database before the congress 20% discount on booking of all additional sponsorship items exceeding the platin sponsor package 8

12 Gold Sponsors (EUR , ) As one of the Gold Supporters of the congress, your company will enjoy a high level of exposure offered. We view Gold Sponsors as our partners in the successful execution of the congress and will constantly work alongside you to provide opportunities to promote your company. As a Gold Sponsor of the congress, your company will receive considerable exposure and recognition through the following benefits: 36 sqm exhibition space 12 complimentary registrations 1 satellite symposium slot 1 advertisement in the final programme book 1 bag insert Display of logo on the website, on the sponsor banner at the entrance area during the congress and on break-slides in each session room Preferential treatment for symposium room and booth space allocation Permission to use the congress logo on materials related to the congress, prior and during the congress (prior approval by ECTES required) 15% discount on booking of all additional sponsorship items exceeding the gold sponsor package Silver Sponsors (EUR , ) As one of the Silver Supporters of the congress, your company will receive an excellent level of exposure through a range of mediums. You will be able to ensure your presence stands out and increase your exposure through the following entitlements: 18 sqm exhibition space 10 complimentary registrations 1 satellite symposium slot 1 advertisement in the final programme book 1 bag insert Display of logo on the website, on the sponsor banner at the entrance area during the congress and on break-slides in each session room Preferential treatment for symposium room and booth space allocation Permission to use the congress logo on materials related to the congress, prior and during the congress (prior approval by ECTES required) 10% discount on booking of all additional sponsorship item exceeding the silver sponsor package 9

13 Bronze Sponsors (EUR , ) As one of the Bronze Supporters you will benefit from: 9 sqm exhibition space 5 complimentary registrations 1 workshop slot 1 advertisement in the final programme book 1 bag insert Display of logo on the website, on the sponsor banner at the entrance area during the congress and on break-slides in each session room Preferential treatment for symposium room and booth space allocation Permission to use the congress logo on materials related to the congress, prior and during the congress (prior approval by ECTES required) 5% discount on booking of all additional sponsorship item exceeding the bronze sponsor package 10

14 2. Exhibition The exhibition is an integral part of the ECTES congress, providing its attendees with the opportunity to update themselves on the latest technical developments in Trauma Surgery and Emergency Surgery. The commercial exhibition is the ideal place to increase your visibility in the market, to present your latest innovations and approved technologies and products, and to meet faceto-face with a large number of key decision-makers in the field and potential clients for your products and services. The exhibition will be located in close vicinity to the lecture halls and will be combined with the catering areas, poster exhibition and internet point to guarantee a constant flow of visitors to your exhibition booth. 2.1 Rates for Exhibition Floor Space Early registration: EUR 480,- exhibition space net/sqm (for exhibitor service, general waste collection, corridor cleaning, catering during the official programme) For applications received and paid by Mondial Congress & Events until Friday, November 13, 2015; min. size 6 sqm Late registration: EUR 530,- exhibition space net/sqm (for exhibitor service, general waste collection, corridor cleaning, catering during the official programme) For applications received by Mondial Congress & Events after Friday, November 13, 2015; min. size 6 sqm Please note that this rate includes floor space only and does not include wall separations or additional services such as stand cleaning, furniture or electricity. These have to be ordered separately, at additional cost. 11

15 General Information We cordially invite you to participate at the exhibition of the ECTES 2016 congress in Vienna. The exhibition is an important supplement to the scientific programme and will take place close to the session rooms. Furthermore all coffee breaks will take place in the exhibition, which guarantees best possibilities for networking with the participants. Booth Allocation Booths will be assigned according to the level of sponsorship, booth size, and date of application and payment. Payment and Cancellation Conditions Please refer to the Terms & Conditions for Exhibitors/Sponsors form. The whole amount is due upon receipt of the final invoice, at the latest three months prior to the congress. Cancellation fee: 50% of total space costs will be forfeit if rental is cancelled by January 22, 2016, 100% thereafter. 3. Advertising 3.1 Final Programme Content: detailed programme Number of copies: approx. 1,700 Distribution: The final programme will be handed over to each participant and will be distributed to the committees. Furthermore, it will be distributed electronically to ESTES members and interested medical professionals and will be posted on the congress website. Format: DIN A5 high (tbc) Date of publication: approx. April page inside: full color EUR 3.000,- Bookmark EUR 4.500,- 12

16 3.2 European Journal of Trauma and Emergency Surgery 1 page inside (black/white) EUR 1.900,- 1 page inside (2 colors) EUR 2.490,- 1 page inside (full color) EUR 2.940,- 4. Sponsorship Options Educational Please note: It is understood that the sponsor may not schedule events or tours which collide with the official congress activities. 4.1 Satellite Symposia (during lunch break) Contribution: EUR ,- Satellite symposia should be designed to attract the widest possible audience, including students, researchers and clinicians. The organising committee especially encourages satellite symposia which highlight the most recent advances in the field of trauma and emergency surgery and explore their implications for clinical practice. To avoid dilution in audience numbers, the maximum number of parallel lunch time satellite symposia has been set at 4 (four). Satellite Symposium Core Package Cost of Satellite Symposium includes: the basic equipment of the lecture room: room rental for the time slot of 60 minutes, table and chairs for two chair persons, 1 table microphone, 1 lectern for the speakers with a fixed microphone, 1 screen, 1 data projector, chairs arranged in theatre-style, 1 host(ess) available in the lecture room during the session 1 congress bag insert to announce the symposium 1 free registration Please note: All expenses for travel and congress registration of speakers and chair persons participating in the satellite symposia are at the sole expense of the sponsor. Any additional requirements, e.g. translation, extra audio-visual equipment, extra furniture, extra decoration, extra assistance, changes in set-up of the room exclusively for the satellite 13

17 symposia, catering, etc. need to be organised in advance directly via Mondial Congress & Events and are at the sole expense of the sponsor. Set-up and management are at the company s full discretion. The Scientific Programme The session title and company name will be announced in all future congress announcements as well as in the final programme. A complete programme has to include the following: Title of session Names of chair persons Titles of each presentation (incl. duration, topic, number and names of speakers) As in the rest of the scientific programme, speakers and chair persons cannot participate in two parallel sessions within the same time slot. If this is the case with satellite symposia programmes, both the companies and the speakers involved will be informed. The format of the symposium may be organised by the sponsor but needs to get final approval by the scientific programme committee. The scientific programme of the satellite symposium has to be submitted to the scientific programme committee for approval in writing by Friday, January 15, Promotion & Session Attendance Promotion or advertising prior to the satellite symposium is limited to the designated areas in the building and to the sponsor s booth. Handing out of programmes and brochures at the entrance to the satellite symposium room is permitted only 30 minutes before the beginning of the session. Posters, sandwich boards, flyers or other means of guiding participants to the symposium are not permitted. All persons attending the satellite symposium need to be registered as full participants. Participants not in possession of a badge will not be allowed to enter the symposium room. This should be emphasized on the invitations sent to potential attendees by satellite symposia organisers. 14

18 4.2 Workshops & Hands-on Workshops Contribution: EUR 6.000,- Workshops & Hands-on Workshops Registered exhibiting companies are invited to schedule Workshops or Hands-on Workshops within the framework of the official scientific programme of the congress during specific 60 - minute time slots. Please indicate the principal topic of the session, and the organising committee will endeavour to allocate sessions with different topics to the parallel slots. The purpose of these sessions is to address current practice and usage of medical devices and equipment. Workshops will be held within the congress center in assigned lecture rooms for a limited number of delegates. Workshop Core Package Cost of Workshop includes: the basic equipment of the lecture room: room rental for the time slot of 60 minutes, table and chairs for two chair persons, 1 table microphone, 1 lectern for the speakers with a fixed microphone, 1 screen, 1 data projector, chairs arranged in theatre-style, 1host(ess) available in the lecture room during the session one congress bag insert to announce the workshop one free registration Please note: All expenses for travel and congress registration of speakers and chair persons participating in the satellite symposia are at the sole expense of the sponsor. Any additional requirements, e.g. translation, extra audio-visual equipment, extra furniture, extra decoration, extra assistance, changes in set-up of the room, catering, etc. need to be organised in advance directly via Mondial Congress & Events and are at the sole expense of the sponsor. The sponsor will receive further information from Mondial Congress & Events. Set-up and management are at the company s full discretion. The Scientific Programme A complete programme has to include the following: Title of session Names of chair persons Titles of each presentation (incl. duration, topic, number and names of speakers) 15

19 As in the rest of the scientific programme, speakers and chair persons cannot participate in two parallel sessions within the same time slot. If this is the case with the planned workshops, both the companies and the speakers involved will be informed. The format of the workshop may be organised by the sponsor but needs to get final approval by the scientific programme committee. The scientific programme of the workshop has to be submitted to the scientific programme committee for approval in writing by Friday, January 15, Promotion & Session Attendance Promotion or advertising prior to the workshop is limited to the designated areas in the building and to the sponsor s booth. Handing out of programmes and brochures at the entrance to the workshop room is permitted only 30 minutes before the beginning of the session. Posters, sandwich boards, flyers or other means of guiding participants to the session are not permitted. All persons attending the workshop need to be registered as full participants. Participants not in possession of a badge will not be allowed to enter the session room. This should be emphasized on the invitations sent to potential attendees by workshop organisers. 4.3 Poster Area and Meeting Lounge Contribution: EUR 8.000,- Delegates will be able to view posters next to the exhibition area. The sponsor will be allowed to brand cube seats (approx. 30 pieces), set up roll-up displays and hand out brochures in this poster exhibition area. The company logo will be presented on signage and in the final programme. 4.4 Congress App Contribution: EUR 8.500,- Congress participants can download the programme before and during the congress via their mobile devices and receive on-going information about the congress. The sponsor s logo on header of each screen of mobile app, alongside congress logo, indicating platform sponsored by. Sponsor s logo with hyperlink to sponsor s website (which must comply with all applicable codes and regulations) on the congress website. 16

20 5. Sponsorship Options Delegate Support Services 5.1 Pads and Pens inserted in the Congress Bags (exclusive) Contribution: EUR 3.500,- (excl. costs for production and delivery) A pad and pen will be inserted to each delegate s congress bag. The design has to be approved by the organising committee in advance. Pads and pens must be delivered by the company. 5.2 Congress Bag inserts Contribution: EUR 1.500,- Companies have the opportunity to have their inserts added to the congress materials contained in the official congress bag (max. format DIN A4, double side, 1 page). 5.3 Lanyards with Company Logo (exclusive) Contribution: EUR 2.000,- (excl. costs for production and delivery of Lanyards) Participants will be provided with an official congress name badge and sponsor s lanyard to be worn for the duration of the congress. Name badges are required in order to gain access to the scientific programme sessions and the industrial exhibition. The design of the lanyards has to be approved by the organising committee in advance. 5.4 Message Board Contribution: EUR 2.000,- Near the registration area, delegates will be able to deposit messages on a message board. Sponsor company s logo will be displayed on the board. 5.5 Preview Center Contribution: EUR 7.500,- The preview center will be frequented by all speakers of the congress, so a maximum exposure 17

21 for the sponsor company will be ensured. Signage as well as screensavers (on laptops available for speakers to prepare their presentations) will feature sponsor company s logo. All presentations for the different lecture rooms will be uploaded in this area. 5.6 Pocket Programme Contribution: EUR 5.000,- Participants will receive the popular and handy pocket programme when picking up their congress materials. The full color back cover will feature the sponsor company s logo or advertisement, pending final approval by the organising committee. 5.7 Signposting Signs and boards will be needed to guide participants through the congress center. The company s visibility will be guaranteed by a prominent display of your company s logo Fixed display/screen at the Congress Center Contribution: EUR 5.000, Company display/ board Contribution: EUR 5.000,- Boards/Displays will be delivered by the company Flower decoration Contribution: EUR 7.500, Floor advertisement Contribution: EUR 5.000,- One set of stickers with maximum of 1 square meter. Stickers have to be delivered by the company. 18

22 5.8 Coffee breaks Morning and afternoon refreshments will be provided in the congress exhibition area each day for all participants. Sponsor s recognition in addition to benefits according to category status: Logo incorporated into catering signage in the break being sponsored. Opportunity to provide napkins or similar with company logo Coffee break (morning or afternoon) Contribution: EUR 2.500,- each Coffee break package (all day) Contribution: EUR 4.500,- 5.9 WIFI (exclusive) Contribution: EUR ,- Free WIFI can be made available to all participants. The sponsor covers the costs for WIFI in the exhibition area of the Reed Messe Wien Congress Center. Sponsor may brand the name of the WIFI network at the discretion of the organising committee Umbrellas (exclusive) Contribution: EUR 8.500,- (plus costs for the logo) Rain or shine: umbrellas are always useful: in case of rain, hostesses will hand out umbrellas to the delegates. Should no need arise for umbrellas, they may be used at a later date since they will only feature the sponsor, and not that of the congress itself. 19

23 Payment Conditions Please refer to the Terms & Conditions for Exhibitors/Sponsors form. Confirmation of reservation will be sent together with the contract. Invoice will be sent for deposit payment and balance payment. Liability and Insurance Neither the organisers nor the Reed Messe Wien can take any responsibility for injuries or damages involving persons or properties during the event. The sponsors are requested to have their staff and products insured. Cancellations Cancellations and alterations have to be received in writing and confirmed by Mondial Congress & Events in order to take effect. Cancellation fee: 50% of total sponsor/space costs will be forfeit by January 22, 2016, 100% thereafter. Currency & VAT All prices are quoted and payable in EURO and if demanded with Austrian VAT of 20% to bank account IBAN: AT / BIC: BKAUATWW. In case payment is not received by Mondial Congress & Events in due time, the company reserves the right to withhold construction or other participation at the 17 th ESTES Congress

24 Terms & Conditions for Exhibitors/Sponsors 1. Application for Exhibition/Sponsoring: In order to be considered for Exhibition/ Sponsoring, the application form must be filled in, completed with a legally competent signature, and delivered to us on time. However, mailing or delivering of the Application Form for Exhibition/Sponsoring to the Managing Company does not constitute a formal agreement that the Exhibitor/Sponsor will be admitted to participate. Contractual conditions are constituted only after the Management Company has sent written confirmation of acceptance to the Exhibitor/ Sponsor. In case of acceptance, Exhibitor/ Sponsor will be bound by the Terms and Conditions listed in the prospectus and in the Application Forms for Exhibition. The Management Company reserves the right to refuse any application to exhibit/sponsor without giving cause. Exhibition space is allotted according to the terms and conditions as listed in the Exhibition/Sponsorship prospectus. Any company which disobeys the directives of the Managing Company may be excluded from the exhibition/sponsoring with immediate effect by the Managing Company. Such companies are liable for the whole rental sum, for the registration fee(s) and for all incidental expenses including the legal value added tax. All oral agreements, special permissions and special arrangements are valid only upon receipt of written confirmation. 2. Obligations and Rights of the Exhibitor: The booths may only be used for exhibiting and advertising the Exhibitor s own products, materials or services as described in the application form, but not for the sale of any products. Advertising materials may be distributed only within the confines of the booth. Any kind of promotion outside the respective exhibition space is forbidden (such as Working Acts, distributing flyers etc.)the partial or complete subleasing or otherwise relinquishing of a booth to a third party, as well as private agreements for switching booths or floor space between two exhibitors is prohibited. The Management Company reserves the right to enter any booth at any time. Booths need to be occupied during exhibition hours. The exhibition rooms are to be used only during regular opening hours. Prior written permission from the Management Company is obligatory for the presentation of advertising lectures, advertising films, slide projections, for the distribution of samples, beverages or food. It is strictly forbidden for companies which are not exhibitors/sponsors to advertise in any way in the exhibition hall or in the entrances to the exhibition hall. The Exhibitor will not in any case be able to invoke force majeure on its side if an important speaker or speakers should fail to appear, if visitors or participant numbers are much lower than expected, or in comparable circumstances. 3. Obligations and Rights of Management Company: The Management Company reserves the right to revise the time and location of the exhibition, to shorten the duration of the exhibition and to cancel the exhibition altogether. Any change regarding the exhibition s time and duration neither entitles the exhibitor to cancel the contract nor to request a fee reduction or to put forward a claim to damages incurred by these changes. 4. Liability Insurance: The Organiser provides general guard service and third party insurance at the Congress site. Equipment and all related display materials installed by exhibitors are not insured by the Organiser, and they will under no circumstances be liable for any loss, damage or destruction caused to equipment, goods or property belonging to exhibitors/ sponsors. The Exhibitor agrees to be responsible for his property and person and for the property and persons of his employees and agents and for any third party who may visit his space through full and comprehensive insurance, and shall hold harmless the Organiser for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. 5. Set-up of booths: To ensure a smooth course of events, Exhibitors must obey all directives and instructions of the Management Company regarding the use of booths, their decoration, the use of self-designed and self-constructed booths, and the fitting and furnishings of the booths and health & safety guidelines. Before setting up their booths/displays/installations, Exhibitors must first contact the Management Company and reconfirm placement of the booth as well as inform themselves of any special regulations relating to their booth. Side and back walls of booths are to be 2,5 (2 and a half) metres high. For any variation from this norm, specific permission must be obtained in advance from the Management Company. Written permission also needs to be obtained for any changes in the size or structure of the floor space, or for any changes to the rented objects. Booths must be set up and completed during the timeframe designated. An Exhibitor or advertising company contracted by the Exhibitor who wishes to set up a booth or exhibit of their own design and construction must first submit sketches and plans with a statement of colour schemes of such a booth or exhibit to the Management Company. The Management Company reserves the right to demand changes in such booths or exhibits should safety regulations, technical requirements, or the responsibility of preserving or obtaining the best possible overall image for the exhibition, as judged by the Management Company, so require. The side and back walls of all stands should be finished on the outside as well as the inside. Exhibitors must avoid obstructing the view of or access to neighbouring booths. Special care must be taken to avoid the use of lights or spotlights that may annoy visitors or neighbouring booths. Should an exhibitor not follow the directives of the Management Company or not carry out such directives punctually, the Management Company reserves the right to take the necessary steps at the cost of the Exhibitor. The Management Company reserves the right to close or obstruct unused entrances or exits to the exhibition rooms and the right to direct the Exhibitor to another space in the exhibition hall if necessary even if this directive conflicts with previous written agreements. Management Company also reserves the right to rent floor space of a booth not finished on time to another applicant. In such a case, the Exhibitor is responsible for all costs arising from cancellation. 21

25 6. Maintenance of booths and exhibition area: Exhibitors are responsible for the proper care of the floors, walls, staircases and storage rooms as well as the hired booths and furnishings. Hired booths and furnishings must be returned in an orderly condition and in an orderly way. To avoid scratches and furrows on floors as the result of sliding heavy packing cases, exhibitors are required to use protective coverings. Exhibitors and their shipping agents, on specific orders from the exhibitor, must take special care when transporting heavy packing cases and heavy loads. Exhibitors who wish to display extra heavy exhibits demanding special supports or foundations must request prior permission specifically in this matter from the Management Company. It is not permitted to drive nails or hooks into the walls of the exhibition hall, to install electric wiring or to cut or drill holes in the walls of the rented booths. Empty containers and packing materials must be disposed of at the exhibitor s cost before the start of the exhibition; cleaning the booth is the Exhibitor s responsibility. No part of an exhibition booth may be suspended from the ceiling. No part of an exhibit or of the booth s structure may protrude beyond the allotted area on any side. No signboards may protrude beyond the booth s walls. Decorating materials and wallpaper used by the exhibitor must be fire-proof. Prior to use, written proof of this fact must be presented to the Management Company. Police regulations, fire regulations and other official regulations must be observed at all times, also during the construction and dismantling of the exhibits. 7. Electrical Installations/ Power consumption: Any costs related to a main power supply for a booth and the wattage of the booth s electric equipment will be invoiced to each Exhibitor separately and is not included in the rental fee. Electrical installations within the booth are at the Exhibitor s expense; however, such installations may only be carried out by an electrician appointed by the Management Company. The Management Company however is not responsible for any losses or damage which may occur from interruptions or defects in the electric power supply. 8. Dismantling of booths: The Exhibitor must dismantle the booth within the allotted time and return hired furnishings on time. Upon leaving, the Exhibitor must clear the booth area and clean the floor. Stored materials, empty containers and packing materials must be disposed of. Items for which the Exhibitor has made no arrangements regarding removal and storage at his/ her cost and which are left behind become the property of the Management Company, and no reimbursement will be made for such items. The Management Company can demand that Exhibitors restore the exhibition area to the original condition at the Exhibitor s expense. If the Exhibitor does not dismantle and clear away his/her exhibit in a timely manner, these items will be removed by the Management Company at the Exhibitor s cost. The Exhibitor is liable for the actual cost incurred by the Management Company for such removals of abandoned exhibits. Rented Items which were originally accepted as satisfactory for rental by the exhibitor are to be returned undamaged and in satisfactory condition. All rented items are considered to be in satisfactory condition unless a written notation signed by the Management Company is made at the time of rental. Exhibitors must bear the costs of repairs to damaged exhibition areas and of repairs of or necessary cleaning of rented items. 9. Payments Breach of contract: Please refer to the terms of payment, reduction and cancellation policy and corresponding deadlines as given in the Exhibition/ Sponsoring prospectus and the application forms for Exhibition/Sponsoring. The contract shall remain in full force and effect in case of merger or acquisition of the contracting company. The dimensions of floor space, booth measurements and rented items given are approximate. The Management Company reserves the right to change these dimensions in order to most efficiently use the available exhibition area and to adjust the booths to the blueprints of the exhibition hall. Prices charged are however based on the actual dimensions; if more floor space is later allotted and actually used than was originally ordered, the additional fee for it is to be paid immediately. Special requests regarding placement of the booths/sponsorship items will be considered. However, such requests do not constitute a condition of registration on the part of the Exhibitor/ Sponsor. Furthermore, Management Company reserves the right to reduce the amount of floor space initially requested. Failure to comply with local authorities and international regulations may not be used as a ground to declare the contract void. Failure to comply with the Rules and Regulations will not expose the Management Company to any suits or demands by the Sponsor/Exhibitor/any third party. The Exhibitor bears the costs of all taxes, fees or official charges on the rental sum. A special fee is charged for decorating rented items in special material of the Exhibitor s choice. Also, Exhibitors must bear the cost of any special installations. In case of delayed payment, ten per cent (10%) interest per annum is charged. If a company wishes to renounce all claims to taking part in an exhibition after having contracted to do so, the company is nevertheless liable for the rental sum and for incidental expenses. In case of cancellation of the exhibition, the Management Company will return the part payments received less the sum equivalent to the costs which have arisen for the Management Company up to the time of cancellation; the registration fee will not be returned. 10. Place of Legislation: In all cases of litigation it is agreed to by the Exhibitor that the competency of the duly authorised court in Vienna, Austria is recognised. Electively, the Management Company may choose to appeal to the competent court in whose jurisdiction the exhibitor falls. Austrian law is to be applied. 22

26 Notes 23

27 Notes 24

28