The Fifth Mediterranean Emergency Medicine Congress - 14-17 September 2009

Support Opportunties

Terms and Conditions

Exhibition

Deposit
50% of the stand cost must be provided with the signed booking form and the remainder will be invoiced in December 2008.

Confirmation of bookings
No booking will be confirmed until the deposit has been paid.

Payment
All invoices must be paid by the deadlines. In the case of late payment, the Organisers reserve the right to resell the space. Full payment of exhibition space is required prior to build-up of the exhibition. Exhibitors with payments outstanding will not be allowed to build their stands.

Cancellations
Cancellations and changes to your original booking must be made in writing to info@emcongress.org.

For cancellations made:

before 17 December 2008 - 30% of the total cost of each item will be retained
before 8 February 2009 - 75% of the total cost of each item will be retained
from 8 February 2009 - 100% of the total cost of each item will be retained

Changes in size of reserved space
The Organisers reserve the right to allocate an exhibitor to a new location within the exhibition area in the case of a change in size of the reserved exhibition space.

Allocation of stands
Stands will be allocated on a first-come first-served basis.

Manning of stands
Exhibitors will be required to ensure that their stands are manned during the opening hours of the exhibition and must not dismantle their stands before the published closing time.

Registrations
Exhibitors are entitled to 2 exhibitor registrations per 9 sq m, and one additional exhibitor per 9 additional sq m booked. Additional exhibition staff may register at a cost of R 120 per person. Any exhibitor wishing to attend the scientific sessions will be requested to pay the full registration fee.

Sharing of stands
Exhibitors are not permitted to share with others any booth space allotted to them without prior written consent from the Organisers.

Sub-letting
Exhibitors shall not sub-let the whole or any part of the stand allotted to them without the written consent of the Organisers.

Amendments to exhibition layout
While every effort is made to preserve the published layout of the exhibition, the Organisers shall be entitled to vary the layout if this is in the general interest of the exhibition.

Stand design
Any exhibitors occupying space-only stands are required to submit a detailed plan of their stand to the Organisers for approval.

Layout of stand
To maintain an open exhibition area, the exhibitors are requested to maintain sides of stands adjacent to aisles open. Island stands should be accessible from all 4 sides.

Flow of delegates
Nothing may impede the free flow of delegates in the aisles. This means that nothing may be built in the aisles, nor may furniture or equipment stand in the aisle space.

Build up
No one under the age of sixteen (16) will be permitted on the exhibition during build-up or dismantling.

Maximum stand height
The maximum height for any part of any stand will be 4.50 m from the ground. Shell scheme stands are 248 cm high.

Laser shows
No laser shows will be allowed at this event.

Disruption to other exhibits
The Organisers reserve the right to restrict exhibits, which, because of noise, method of operation, materials or any other reason, become objectionable to other exhibitors or to delegates.

Give-aways and distribution of printed materials
Give-aways and printed material may only be distributed in the space rented by the exhibitor in the exhibition hall. Contests, lotteries and raffles are subject to approval by the Organisers.

Product disclaimer
The acceptance of a product or service for exhibition does not in any manner constitute an endorsement by the Organisers. Each exhibitor and/or sponsor is responsible for the material and information they make available at the meeting. Exhibitors and sponsors should only present material and information which has been approved by their legal departments and which is in compliance with the legislation of the host country of the meeting.

It is the responsibility of exhibitors and sponsors to address these issues and any conflicts arising from such matters directly among themselves as the Organisers will not arbitrate in any way in legal issues of this nature.

Liability
The Organisers cannot accept responsibility for damage caused by an exhibitor nor for loss sustained by an exhibitor. Exhibitors or their agents must not damage or deface the exhibition facility or the booths and equipment of other exhibitors. When such damage occurs, the exhibitor is solely responsible and is liable to the owner of the property. Exhibitors must make provision for the safeguarding of their goods, materials, equipment and displays at all times.

Security and insurance
The Organisers will not be held responsible for any loss or damage to exhibitors’ goods and exhibitors are reminded that they should take out their own insurance to cover for this.

Health and Safety at Work Regulations
It is the responsibility of the exhibitor to ensure that his contractor, employees, displays and exhibits comply with the latest legislation regarding Health and Safety at Work regulations.

Lunch & Satellite Symposia

The cost of running a lunch or satellite symposium is € 10,000 + costs.

Payment
A deposit of 50% of the cost of the satellite must be included with the request for a satellite or lunch symposium.

The session will not be registered as confirmed until the deposit is paid.

An invoice for the remaining 50% of the cost of the satellite or lunch symposia will be invoiced in December 2008.

Cancellations
Cancellations and changes to your original booking must be made in writing to info@emcongress.org. For cancellations made:

before 17 December 2008 - 30% of the total cost of each item will be retained
before 8 February 2009 - 75% of the total cost of each item will be retained
from 8 February 2009 - 100% of the total cost of each item will be retained

Allocation of slots
Slots will be allocated on a first-come first-served basis. All satellite or lunch symposia must be organised at the official meeting venue at the official time slots offered by the Organisers in their sponsorship prospectus.

Content
The programme content of all satellites is subject to approval by the Scientific Programme Committee. An outline of the proposed programme, to include the session title, proposed chair and speakers and their titles must be submitted to the Committee. The Committee will be happy to assist potential sponsors in putting together a list of topics and speakers. Satellite organisers must provide details of their session, which must be returned by the deadline indicated. The content of any satellite or lunch symposia may not include material which will subsequently be presented in a didactic session during the meeting.

Promotion
Satellite and lunch organisers will have the session listed in the programme books. Companies holding an official satellite or lunch symposium may distribute flyers and other documents advertising their session. This material may be distributed only within the limits of the exhibition stand of the company holding the advertised satellite or lunch symposium.

Reward
Satellite or lunch organisers may offer no material inducement or reward to delegates to attend the session.

Corporate branding of auditorium
Due to the tight schedule of sessions in the meeting rooms, corporate branding for satellites is limited to self-standing signage. It is the responsibility of the company holding a satellite or lunch symposium to remove all branding immediately at the end of the satellite.

Insurance
Each organiser of a symposium will be responsible for each and every occurrence in the hall assigned to the symposium for the duration of the time-slot assigned to the symposium. The responsibility may extend further than the place and time of the symposium if damages are caused by the installation of materials arranged by the symposium organizers. The organizers of industry symposia are requested to effect and maintain public liability insurance and to provide MEMC with a copy of their insurance certificate not later than 18 April 2009.

Registrations
Companies with satellite or lunch symposia are entitled to a maximum of 5 free delegates passes for entrance to their satellite or lunch session only. These free entrance badges will be given onsite at the exhibitor registration desk, to the person responsible for the satellite or lunch symposia. Any delegate wishing to attend the whole meeting will be requested to pay the full registration fee.

General

Logos
The use of the MEMC, EuSEM and AAEM logos is not permitted without written permission. These logos are only to be used in official meeting publications or at events approved by the Organisers.

Delegate bag inserts
Specifications:

Each insert should require one manipulation only for inclusion in the Congress bags.
The maximum size of each insert is limited to A4 format (21cm x 29.7cm).
The maximum weight per insert is limited to 50gm.
The width of each insert is limited to 5mm.

Recording of sessions
No part of the scientific programme may be photographed, filmed or otherwise recorded without prior permission from the Organisers.

Other events
Other events may not be arranged for delegates during the scientific programme (including the satellite or lunch symposia) and oral or poster presentations, or during the opening ceremony, welcome reception, Gala Dinner or other Congress social events. Transportation to other events may not depart during the official programme (including the satellite or lunch symposia).

Postponement or abandonment
The Organisers will not be held responsible in the case of any postponement or abandonment of the exhibition for reasons beyond their control.

Acceptance of applications
The Organisers reserve the right to refuse applications from companies not meeting standard requirements or expectations and reserve the right to curtail or to close exhibits, wholly or in part, that reflects unfavourably on the character and the purpose of the meeting.

Amendments to Terms and Conditions
The Organisers reserve the right to alter, amend or add to any of these conditions.