Booth Space Reservation

Applications for Exhibition Space

Applications for exhibition space must be completed online by creating an Exhibitor account on the Athens Exhibitor Resource Centre (ERC). Applications will not be processed unless a valid credit card has been registered to the account. The card is not charged automatically as payments may also be completed by bank transfer. Companies wishing to have adjacent or shared space must submit their requests via the official online Exhibition registration form.

Full booth space payment is due by 14 December 2018. Please note that booth space allocations will not be issued until payment has been received in full.

Please also note that outstanding invoices from previous congresses must be settled in full before booth space reservations can be processed.

*NEW ACCOUNT REQUIRED FOR EACH NEW ESCRS MEETING!

Once the booth space registration process has been completed and space has been reserved you will have entered into a contract with ESCRS. Please note all cancellation policies carefully.

Shell schemes, furniture, fittings and other services will be available to hire at additional cost, if required and must be ordered on-line via the Athens ERC.

Exhibition Rates:

• Booth space rental: €350 (plus 24% VAT if applicable) per square metre (space only)
• Optional extras: Available on-line from November 2018

Booth Space rental includes:

1. 1. Space only
2. 2. Corporate Listing on the ESCRS website
3. 3. Corporate Listing in the final programme and on the congress app
4. 4. Complimentary pro-rata Exhibitor badge allocation
5. 5. One Priority Point per €1,000 spent on booth space rental

Payment Information:

Booth space rental is €350 (plus 24% VAT if applicable) per square metre, on a space only basis. If required, shell schemes, furniture, fittings and other services can be hired at additional cost, details of which will be available from November.

• Full payment for booth space is due by 14 December 2018
  
• In the event that full payment has not been received by 14 December 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 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 Upon cancellation of booth space all associated services will be withdrawn, including Exhibitor badges and meeting rooms.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 31 December 2018 a 50% cancellation fee will apply, regardless of whether payment has been submitted or not.

If notification of cancellation is received after 31 December 2018 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.

Allocation of Space

Exhibition space will be assigned in December 2018 and confirmation of booth space locations will be emailed once the allocations have been completed. Please note that requests for placement near or away from other exhibiting companies may limit booth space positioning.

Rules and Regulations

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 Athens Exhibitor Resource Centre (ERC).

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.

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 without notice.

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 (maximum 100 words) and logo for inclusion on the Virtual Exhibition which will be displayed on the ESCRS website and on the mobile App.

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

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 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 its permanent staff.

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.