Rules and Regulations

Exhibition Organiser

The Organiser is the European Society of Cataract and Refractive Surgeons (ESCRS). The Exhibitor is the company that completes and submits the application for booth space. All communications regarding the exhibition must be channelled through the ESCRS Exhibition Department and orders for exhibition space will only be accepted online via the Copenhagen Exhibitor Resource Centre (ERC).

Booth Space Rental

The rate per square metre in the exhibition area is €800 (plus VAT, if applicable) and this covers the cost of booth space only. Technical information and details of shell schemes and other services will be made available online to all registered Exhibitors during April 2018.

Terms Of Payment

• 25% booth space deposit due by 15 January 2018
• Full payment for booth space is due by 31 March 2018
• In the event that full payment has not been received by 31 March 2018, the Organiser reserves the right to re-allocate booth space and apply the cancellation policy.

Cancellation/Refund Policy

Notification of cancellation of booth space must be submitted to the ESCRS Exhibition Department in writing and will only be deemed accepted once written acknowledgement has been confirmed. Upon cancellation of booth space all associated services will be withdrawn, including exhibitor badges and meeting rooms.

- If notification of cancellation is received prior to 15 January 2018 no cancellation fee will apply.

- If notification of cancellation is received after 15 January 2018 but prior to 31 March 2018 a 25% cancellation fee will apply, regardless of whether payment has been received or not.

- If notification of cancellation is received after 31 March but prior to 30 June 2018 a 50% cancellation fee will apply, regardless of whether payment has been received or not.

- If notification of cancellation is received after 30 June 2018 a 100% cancellation fee will apply, regardless of whether payment has been received or not.

In the event that outstanding cancellation balances are not submitted within 30 days, these will be charged to the credit card registered to the ERC account. This also applies to all optional extras and exhibition related services ordered.

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

Force Majeure

In the case of war, terrorism, immobilisation, strike, lockout, fire, regulations of the authorities or other circumstances beyond the control of the Organiser, which might render it impossible or difficult to carry through an arrangement, the Organiser shall be entitled to remove in whole or in part the arrangement to another time or to cancel the agreement and the Organiser shall not be liable to pay compensation to the Exhibitor or be bound to reimburse the rental paid.

Insurance Requirements

All Exhibitors are required to have Public / General Liability insurance with a minimum Limit of Indemnity of 2 Million EURO in aggregate, in order to participate in the Congresses 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 Exhibitors 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 ESCRS is only responsible for damages arising from the willful neglect of it's permanent staff.

Exhibitor Badges

Each registered exhibitor is entitled to a complimentary allocation of exhibitor badges which are provided on a pro-rata basis. Ophthalmologists may not be registered for exhibitor badges under any circumstance and doing so will incur booth space allocation penalties for future meetings.

Final Programme

All exhibitors will be listed in both the ESCRS and the EURETINA Final Programmes, provided booth space has been reserved and paid in full before the programmes go to print.

The Final Programmes will be distributed to all delegates attending the Congresses.

Virtual Exhibition

Exhibitors may also submit a corporate listing (100 words) and logo for inclusion on the Virtual Exhibition which will be displayed on the ESCRS and EURETINA websites.

The Organiser is not responsible for errors or omissions in the Final Programmes or on the Virtual Exhibition.

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.