Official ESCRS | European Society of Cataract & Refractive Surgeons
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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 communication regarding exhibition space must be channelled through the ESCRS Exhibition Department and orders for exhibition space will only be accepted online via the Barcelona Exhibitor Resource Centre (ERC).

Booth Space Rental

The rate per square metre in the exhibition area is €700 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 2015. The minimum booth space rental is 6sqm unless prior written agreement has been made with the Organiser.

Terms Of Payment

25 % Deposit Payment due on or before 12th December 2014
Full payment for booth space is due by 31st March 2015

In the event that full payment has not been received by 31st March 2015, the Organiser reserves the right to apply the cancellation policy and re-allocate booth space.

Cancellation/Refund Policy

The 12th December 2014 is the deadline for notification of cancellation of booth space without incurring penalties. Notification must be submitted in writing to the ESCRS Exhibition Department and receipt acknowledged by this date. Upon cancellation of space all associated services and bookings will be withdrawn, including exhibitor badges and meeting rooms.

- Booth space cancelled prior to the 12th December 2014 deadline will not incur any penalty.

- Booth space cancelled after the 12th December 2014 deadline but before March 31st 2015, will incur a 25% penalty of the full booth space cost, regardless of whether payment has been submitted or not.

- Booth space cancelled after March 31st 2015, will incur a 50% penalty of the full booth space cost, regardless of whether payment has been submitted or not.

- Space cancelled within 60 days of the exhibition opening will incur a 100% penalty of the full booth space cost, regardless of whether payment has been submitted or not. If the exhibition is fully booked and the space is re-sold this may be reduced to a 50% penalty.

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

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 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 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 Congress 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 wilful 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. Practicing Medical doctors, Ophthalmologists, Nurses and Technicians may not be registered for exhibitor badges and doing so will incur booth space allocation penalties for future meetings. They must hold the appropriate delegate registration. By agreeing to the terms and conditions during the registration process, the exhibitor confirms that they will adhere to this regulation.

Company Listing

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 Congress.

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 6 months, commencing June 2015. The Organiser is not responsible for errors or omissions in the Final Programme 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.