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 exhibition space must be channelled through the ESCRS Exhibition Department and orders for exhibition space will only be accepted online via the Maastricht Exhibitor Resource Centre (ERC).

Booth Space Rental

The rate per square metre in the exhibition area is €350 (plus 20% VAT if applicable) and this covers the cost of booth space only. Technical information and details of shell schemes, furniture and other services will be available online via the Maastricht ERC to all registered Exhibitors from November 2016. By completing the online booth space registration process you are entering into a contract with ESCRS so please note all cancellation policies carefully.

Terms of Payment

Full payment for booth space is due by 30 November 2016
In the event that full payment has not been received by 30 November 2016, 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 Organiser 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 Upon cancellation of booth space all associated services will be withdrawn, including exhibitor badges and meeting rooms.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 30 November 2016 and the full booth space payment has been submitted, a 25% cancellation fee will apply. 

If notification of cancellation is received after 30 November 2016 and before 31 December 2016 a 50% cancellation fee will apply, regardless of whether payment has been submitted or not.

If notification of cancellation is received after 31 December 2016 a 100% cancellation fee will apply, regardless of whether payment has been submitted or not.

If payment has not been received within 30 days of cancellation the outstanding amount will be charged to the credit card registered to the ERC account.

This cancellation policy also applies in the event of part cancellation or reduction of booth space.

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 to do so.

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 prior written consent of the Organiser.

Insurance Requirements

All Exhibitors are required to have Public / General Liability insurance with a minimum Limit of Indemnity of 2 Million Euro in order to participate in the Meeting 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.

Force Majeure

In the case of war, 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.

Exhibitor Badges

Each registered exhibitor is entitled to a complimentary allocation of exhibitor badges which are provided on a pro-rata basis. Medical doctors and Ophthalmologists may not be registered for exhibitor badges and doing so will incur booth space allocation penalties for future meetings. By agreeing to the terms and conditions during the online registration process, the exhibitor confirms that they will adhere to the regulations governing exhibitor badge registrations and that if found to be in breach of the regulations Priority Points penalties will be enforced.

Exhibitor Listings

All exhibitors will be listed in the Final Programme, provided booth space has been reserved and paid in full before the programme goes to print. The Final Programme will be distributed to all attendees at the Winter Meeting.

Exhibitors may also submit a company listing (100 words) and logo for inclusion on the Virtual Exhibition which will be displayed on the ESCRS website for a period of six months.

The Organiser is not responsible for errors or omissions in the Final Programme or on the Virtual Exhibition and all submissions are subject to the deadlines stated on the ERC.

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.