Terms and Conditions Exhibition

1. Application for Exhibition:
In order to be considered for Exhibition, the Online Exhibition Application must be filled in on time. However, mailing or delivering the Application Form for Exhibition to the Management Company via Email does not constitute a formal agreement that the Exhibitor will be admitted to participate. Contractual conditions are constituted only after the Management Company has sent written confirmation of acceptance to the Exhibitor. In case of acceptance, Exhibitor will be bound by the Terms and Conditions listed in the Online Exhibition Application 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 Industry Dossier. Any company which disobeys the directives of the Management Company may be excluded from the exhibition with immediate effect by the Management Company. Such companies are liable for the whole rental sum, for the registration fee(s) and for all incidental expenses including the all applicable taxes. All oral agreements, special permissions and special arrangements are valid only upon receipt of written confirmation.

2. Obligations and Rights of the Sponsors & Exhibitor:
The booths may only be used for exhibiting and advertising the Exhibitor’s own products, materials or services as described in the Online Exhibition Application, 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 halls are only accessible during regular opening hours. Prior written permission from the Management Company is required for hosting advertising lectures, advertising films or slide projections at the booth. It is strictly forbidden for companies which are not exhibitors to advertise in the exhibition hall or in the entrances to the exhibition hall in any way. It is the sponsors’ and exhibitors’ responsibility to comply with the local authority’s regulations, EFPIA (European Federation of Pharmaceuticals Industries & Associations) www.efpia.org, IFMPA (International Federation of Pharmaceutical Manufacturers & Associations) www.ifpma.org Code of Practice on the Promotion of Medicines, and Medtech Europe Code of Ethical Business practice, disregard can lead to exclusion at the congress.

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. 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 exhibition built-up, 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, 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. The maximum building heights are outlined in the exhibitor manual, building booths higher than the maximum building height is only permissible with explicit written consent by the Managing 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. 

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 Industry Dossier and the Online Exhibition Application. 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 items will be considered. However, such requests do not constitute a condition of registration on the part of the Exhibitor. 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 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.