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Exhibit Rules and Regulations
ISPD Official Shipping Company
Exhibit Booth Rental Fee
€1600 / $2,200 USD for For-Profit organizations
€800 / $1,095 USD for Non-Profit organizations
(prices do not include 19% VAT)
What the Fee Includes: 1 complimentary registration for an exhibitor, company listing on conference website, listing in conference program and abstract book, marketing line on signage, and all conference materials. Exhibit registration and description (not exceeding 50 words) must be received by ISPD before 21 May 2010 to be printed in the official conference program book. Information submitted after the cut-off date will not be included in printed materials.
Exhibitor Stands: Exhibitors services will be handled through Amsterdam RAI Exhibitor Services for the shell scheme stand. Each stand is 9m2. Each shell scheme includes fascia with company name and stand, carpet, 2 light spots per stand and electricity connection of 1kW including wall socket and consumption. Payment for the shell scheme and furniture will be directly handled through Amsterdam RAI Exhibitor Services.
Payment Schedule: Full payment must accompany the Exhibitor Registration in order to hold the space. Payment and remittance must be made to ISPD in U.S. Dollars for exhibitors from North America or Euros for all other exhibitors. Payment may be made by check or credit card (American Express, MasterCard or Visa). A $25 surcharge will be assessed to cover any collection fees.
Certificate of Insurance: All exhibitors and their authorized decorators must have liability insurance. Each exhibitor must provide a one-page “Certificate of Insurance” in the name of the International Society for Prenatal Diagnosis, from their insurance company showing coverage for the duration of the event, including move-in and move-out. The minimum requirement is liability and property damage insurance in an amount no less than $1,000,000 per occurrence.
Assignment of Space: Exhibit booth assignments will be made on a first-come, first-served basis upon receipt of payment and a completed Exhibitor Registration form. No assignments will be made without payment. Upon assignment, you will receive a confirmation letter informing you of your assigned number and location. ISPD reserves the right to assign the next best available space when the requested space is unavailable.
Exhibitor Restrictions: The use of exhibit space is solely for the purpose of exhibiting a display having educational or practical application in the field of prenatal diagnosis and therapy or related fields. Sales, order taking, and entering into contracts of sale on the exhibit floor or other related convention areas during the meeting are discouraged. Interviews, demonstrations, distribution of literature, etc., will be permitted only within exhibitors’ spaces. The use of the International Society for Prenatal Diagnosis (ISPD) name and/or logo is prohibited on signs or promotional literature inside or outside the exhibit area. Reference may be made to the ISPD 15th International Conference on Prenatal Diagnosis and Therapy that includes the location and dates but not the conference logo on exhibitor advertising or giveaways to conference attendees.
Ancillary Events: An ancillary event is any function held during the ISPD conference by a party other than ISPD. All ancillary events must receive ISPD authorization whether the organizer is requesting ISPD meeting space or holding the event off-site. No events may be scheduled during ISPD educational sessions or social events. To obtain ISPD meeting space, the organizer must be an exhibitor and/or conference supporter. All meeting room rental fees, food and beverage, audiovisual equipment rentals and other services are the responsibility of the organizer. All requests for meeting space must be approved by ISPD before space can be confirmed by the hotel. Organizers are not permitted to display signs or brochures in any of the public areas of the conference. Signs may be displayed outside the meeting room on the day of the event. Brochures/fliers may be distributed from the Exhibitor Booth during exhibitor hours.
Ancillary events shall in no way state or imply endorsement of or support by ISPD for the event, organizer, or products or services discussed in announcements, advertising, on any signage or during the event. Ancillary event information may be posted on the ISPD website, and printed in the official program book. The length of the description must not be more than 50 words. To guarantee your event is listed, please submit your information prior to 21 May 2010.
Liability/Hold Harmless: Exhibitor hereby agrees to and does indemnify, hold harmless, and defend ISPD from and against any and all liability, responsibility, loss, damage, cost or expense of any kind whatsoever (including attorney’s fees), which may incur, pay or be required to pay, incidents, or indirect employee negligence, acts or omissions by Exhibitor/Attendees; and ISPD and its respective agents or employees shall not be responsible for loss, damage or destruction of property.
Protection of Exhibit Space: Nothing shall be posted, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the hotel or convention center without the written permission of ISPD or a representative of the hotel property, which must be provided to ISPD. Booth banners and display elements may not exceed a height of 3 feet, if placed on table. ‘Subleasing’ of space is not permitted. Any noise-making device shall be operated at a level that does not interfere with other exhibitors. Booth hardware and materials may not obscure the line of sight to another exhibitor’s booth.
Enforcement of Rules and Regulations: The rules and regulations of ISPD’s exhibits are intended to bring order and fairness to the conference. The exhibitor agrees that ISPD shall have the right to make such rules and regulations or changes in floor plan arrangements of booths for said exhibition as it shall deem necessary. ISPD shall have the final determination for enforcement of all rules, regulations and conditions. ISPD reserves the right without recourse to control or prohibit any exhibit or part of any exhibit that is contrary to the ISPD mission and values. This includes the conduct of persons and the content and placement of printed matter. ISPD may dismiss an exhibitor from the conference for unethical conduct. It is agreed that no refund of fees shall be made upon dismissal.
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