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https://eadvvienna2020.org/ EXHIBITION CATALOGUE THE ART OF DERMATOLOGY
https://eadvvienna2020.org/
EXHIBITION CATALOGUE
28 Octobre – 1 November 2020
THE ART OF DERMATOLOGY
28 October — 1 November 2020, Vienna, Austria I Exhibition Catalogue2
CONTENTS
1. EXHIBITION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.1. Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.2. Important dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.3. Exhibition Schedule (preliminary – subject to changes) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.4. Application and payment policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.5. Cancellation policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.6. Regulations related to industry activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
1.7. Exhibition floor plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Level -2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Level 0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
1.8. Exhibition Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Industry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Publishers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Subspecialty and National organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
1.9. Shell Scheme Booth. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
1.10. Exhibitor Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Registration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Free Exhibitor Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Additional Exhibitor Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
1.11. Additional Services for Exhibitors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
JMarquardt Lion Lead Retrieval for Exhibition stand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2. EUROPEAN ACADEMY OF DERMATOLOGY AND VENEREOLOGY GENERAL TERMS AND CONDITIONS INDUSTRY ACTIVITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
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1 EXHIBITION
1.1. Introduction
The EADV is delighted that you are considering participating to the 29th EADV Congress in Vienna.
Your contribution and support are the key to the success of the Congress and the experience of the participants.
Whether you are promoting your company, establishing your corporate message, researching out to the market, increasing your client portfolio or introducing new products, do not miss this opportunity to be an exhibitor at the 29th EADV Congress in Vienna, with an anticipated audience of over 12’000 healthcare professionals.
2.1. Important dates
• Exhibitor Technical Handbook on-line April 2020• Official sales’ opening May 2020• Closure of exhibition space booking 30 June 2020• Deadline for complete stand plan 31 July 2020• Deadline for additional services 31 July 2020• Deadline for receipt of final balance of payments 31 July 2020• Stand construction 24 – 28 October 2020• Exhibition opening 29 – 31 October 2020• Exhibition dismantling 31 – 1 November 2020
3.1. Exhibition Schedule (preliminary – subject to changes)
Move-in and
build-up
Exhibitor internal stand
briefing
Cleaning of the Exhibition
Area
Exhibition Hours
Exhibition Dismantling
Saturday 24 October 13:00 – 23:00
Sunday 25 October 07:00 - 23:00
Monday 26 October 07:00 - 24:00
Tuesday 27 October 07:00 - 24:00
Wednesday 28 October 07:00 - 20:00 **20:00 - 21:00 21:00
Thursday 29 October 9:00*-17:30*
Friday 30 October 9:00*-17:30*
Saturday 31 October 9:00*-15:00 16:00 - 24:00
Sunday 1 November 08:00 - 24:00
After the indicated period no further unloading or set-up is permitted. * Exhibitors can enter the exhibition hall at 8:00 and have to leave it latest at 18:30** Not mandatory
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4.1. Application and payment policy
The booth space selection gives priority to the Top 30 partners as per EADV partnership programme. Thereafter, all applications will be treated on a ‘first-come-first-served’ basis starting from the exact date and time of the official sales opening in May 2020.
The EADV reserves the right to give priority to non-Top 30 partners, change the location and layout of the spaces previously confirmed to the exhibitor, if necessary.
Companies can already access the Industry Online Portal to register their details.
Click here to access the 29th EADV Congress Industry Online Portal.
If you already have an account:
Please access with the same credentials.
If you have never registered:
Please Sign Up and fill in all requested information to create your account.
Please note that all opportunities listed on the online portal require acceptance of the EADV General Terms and Conditions.
An invoice payable within 30 days is sent to the company after approval of the application by the EADV. Payments can be made by bank transfer only. Credit cards are not accepted.
For special invoice requirements or changes of invoicing address, please contact the Exhibition Department ([email protected]). Please note that for any invoicing detail’s changes received after issuing of the invoice, an administrative fee of EUR 60 will be applied.
For the applications received after the deadlines a full payment is required within 1 week. Non-payment by this deadline lead to the cancellation of the booth or of any other services booked.
Confirmed spaces may also be released without prior notification if the exhibitor fails to settle any invoice in due time.
For important dates and deadlines, please refer to page 3 of this catalogue.
5.1. Cancellation policy
All cancellations must be sent in writing by e-mail ([email protected]).A cancellation fee is charged according to the below cancellation policy:
• 25% of the total amount agreed for cancellations received by EADV the latest 8 May 2020 (120 working days before the first day of the event);
• 50% of the total amount agreed for cancellations received by EADV the latest 9 June 2020 (100 working days before the first day of the event);
• 100% of the total amount agreed for cancellations received by EADV after 9 June 2020.
These cancellation fees apply and are payable to the EADV without delay, to cover any damages arising from the cancellation.
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6.1. Regulations related to industry activities
According to the European Union Directive 2001/83/EC (and amended version 2010/84/EU) and the Austrian Pharming Code of Conduct, access to the different areas and sessions of the Congress depends on the status as Healthcare Professional or as Non-Healthcare Professional. Carefully read the description to make sure you/your delegates are compliant with Austrian law.
7.1. Exhibition floor plans
Information
As an integral part of the 29th EADV Congress, the Exhibition area will serve as a central forum for industry to network and conduct exchange with the Healthcare Professional participants.
The exhibition will take place in hall X2, X3, X4 and X5 of the Austria Center Vienna from Thursday 29 October to Saturday 1 November 2020.
The detailed exhibition layouts and floor plans are available on the Industry Online Portal.
Exhibition Hall X3
• 3,110 m²
• Pillars in the hall
Exhibition Hall X2
• 3,915 m²
• Pillars in the hall
Hall X1
• 2,870 m²
• DHL storage
• Temporary Meeting Rooms and Industry Lounges
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Exhibition Hall X4
• 2,640 m²
• Pillars in the hall
Exhibition Hall X5 - NEW
• 4,300 m²
• Pillars in the hall
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8.1. Exhibition Rates
Industry
Cost of space: EUR 650 per square meter (space only, no shell included).Minimum booth size: 4 sqm.
Publishers
Cost of space: EUR 325 per square meter (space only, no shell included)Minimum booth size: 4 sqm
Subspecialty and National organizations
Cost of space: EUR 325 per square meter (space only, no shell included)Minimum booth size: 4 sqm
All prices in this catalogue are net of VAT. All items in this catalogue are subject to confirmation.
Exhibition Space Includes:
• Use of the space during the exhibition and assembly and dismantling periods.
• The insertion of the full company contacts details and profile on the Congress App and interactive exhibition floorplan.
• A complimentary number of Exhibitor tickets depending on the size of the ordered Exhibition space. For more information please refer to the table available at page 8 of this catalogue.
Not included:
• Exhibitors are kindly requested to note that the costs stated do not include any furniture and/or equipment such as shell scheme booths, partition walls, carpets, electricity, etc.
Detailed Technical information about the exhibition hall can be found in the Exhibitor Technical Handbook, which will be available on the congress website in April 2020.
9.1. Shell Scheme Booth
The shell scheme stands are to be ordered by the exhibitors through the selected partner.Additional information and contact details will be provided on the Exhibitor Technical Handbook.
10.1. Exhibitor Tickets
Registration
All exhibitors and booth staff must be registered in order to gain entrance into the Congress Venue.
Exhibitor Tickets are restricted to exhibiting companies’ staff only. These tickets are not available for general public.
Upon confirmation of the exhibition space, the EADV Registration Department will send a registration form to the contact person designated as the group representative that each company has indicated during the booth application process.
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The form must be fully filled, signed and sent back to [email protected]. Only after having registered your staff on the online registration portal, the group representative can download the QR coded voucher for each participant.
To print the badge on-site, the participant or group representative must scan the QR coded voucher at the self-printing machine stations located in the registration area. Exhibitor tickets display the full name of the participant, along with the exhibiting company name.
For more information please contact the EADV Registration Department at [email protected]
Free Exhibitor Tickets
Depending on the booth size, each exhibiting company is entitled to receive a given number of Free Exhibitor Tickets as per table below:
Square metersNumber of free
Exhibitor Tickets
≤ 6 2
≤ 9 3
≤ 12 4
≤ 15 5
≤ 18 6
≤ 21 7
≤ 24 8
≤ 27 9
≤ 30 10
≤ 40 12
≤ 50 14
≤ 60 16
≤ 70 18
> 70 20
Additional Exhibitor Tickets
Additional Exhibitor Tickets can be purchased by the exhibiting companies in order to register additional staff participants at the cost of EUR 120 (+VAT 20%).
Exhibitor/Free Exhibitor registration fee includes:
• Exhibitor badge
• Transportation Pass
• Admission to the Networking Symposium (28 October 2020)
• Admission to the Exhibition Area (29-30-31 October 2020)
• Admission to the industry lounges and industry meeting rooms
• Admission to all industry Satellite Symposia Sessions and Industry HUB Sessions*
• No admission to EADV Scientific Sessions
*Industry Session organisers could limit participation to certain representative groups independently from EADV recommendations if deemed imperative to the achievement of the intended purpose of the Industry session. The organising company reserved the right to refuse single badge, in particular if not adequately related to the objective and purpose of the session.
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11.1. Additional Services for Exhibitors
JMarquardt Lion Lead Retrieval for Exhibition stand
Flexible and intuitive, exhibitors can scan the visitors’ QR-Codes badge with iPods and qualify, comment all leads immediately directly on the application.
The Lion Leads App will be installed and individually set up on iPod touch rental devices.
Rental of Lion Lead Retrieval includes:
• One license per rented Lion scanner
• One iPod touch rental device (app installed and set up)
• One data export after the conference
• Possibility to have Opt-In & Predefined qualifiers
• No internet connection required
Temporary internet connection required only to collected data via the app.
* The personalised qualifiers (i.e. product interest, follow up actions, status etc.) can be ordered separately in advance or modified on the app by the user at any time.
** A default opt-in text in order to obtain delegates expressed and free consent to collect and use their data is already included on each rented device. Individual customisation can be ordered in advance as an extra service. Any customised text must be sent at least four weeks before the first congress day to our supplier and only in plain text and without links or pictures. Nevertheless, exhibitors can customise the opt-in individually directly in the app if wished.
Price per Lion scanner for Exhibition stand:
First scanner: EUR 600 + VAT if applicable
Additional scanner: EUR 400 + VAT if applicable (after application deadline EUR 600)
Optional pre-Congress customisation opportunities (price per device):
Next day data export during the conference EUR 150 + VAT if applicable
* Customised qualifier setup EUR 150 + VAT if applicable
** Customised Opt-in text setup EUR 150 + VAT if applicable
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1. Application and Acceptance1.1 ApplicationThe application for Industry activities (exhibitions, satellite symposia, expert meetings, advertising, sponsored items, etc.) at any of the EADV Events is valid only if the application is done through the online platform or filed to EADV in writing in case of special agreement. The online order form must be filled in truthfully and diligently and is legally binding.
1.2 Binding CharacterThe online order form is an offer legally binding the Applicant. The signature and/or submission of the Applicant of the Order form certifies among other the knowledge and acceptance by the Applicant of the present General Terms and Conditions. The Applicant ensures that all persons in its employ or somehow under its control at the venue are thoroughly instructed on and abide all relevant portions of the present General Terms and Conditions.
1.3 AcceptanceEADV is not obliged to accept any order forms of any Applicants. EADV accepts order forms only through EADV’s written confirmations under the specific terms stated therein in writing. The contract between EADV and the Applicant is effective after the Applicant has been silent for the ten days following the date of EADV ’s written confirmation. Exceptional or additional contractual provisions bind the parties only if specifically agreed upon in writing.
1.4 Contract ComponentsMandatory contract components are :a) the written confirmation from EADV ,b) the exceptional or additional contractual provisions in
writing, if any, andc) the present General Terms and Conditions.
In case of discrepancies, above a) has priority over aboveb) and c), while above b) has priority over above c).Said components contain all of the covenants by and between the Parties with regard to their object. They shall replace any prior oral or written agreement between the Parties with regard to their object. The contract between the parties may be validly amended only in writing.
2. Right of RefusalEADV reserves the right to refuse at any time any Industry activities to single Applicants among other for reasons of practicality or compliance with the relevant laws and regulations. EADV may limit participation to certain representative groups deemed imperative to the achievement of the intended purpose of the event. EADV reserves the right to refuse single exhibits or activities, in particular if not adequately related to the objective and purpose of the event. In particular EADV reserves the
right to refuse presentation material and / or methods found to be unsuitable or undesirable to the event or to be harmful, disturbing or intolerable to the visitors of the event, even after admittance, at the responsibility and cost of the Applicant or presenting agency, and may, if warranted, order the removal or temporary storage of unauthorized exhibits or materials. In the afore mentioned eventualities, the affected parties forgo all rights to any claims against EADV.
3. Payments3.1 Sole DebtorThe Applicant is the sole debtor of all payments and as such the sole responsible for timely payment to EADV of all agreed amounts for all agreed Industry activities. This also pertains to services provided by third parties which have been advanced by EADV within the contractual framework to the benefit of the Applicant or of the presenting agency. All prices are net and require the addition of the legal VAT, if applicable.
3.2 Due Date and Case of DefaultAll amounts are due at the date indicated in the invoice of EADV. If no due date is indicated, then any amounts are immediately due. Any and all supplementary services, among other if granted on-site before or at the event, will be invoiced immediately after termination of the event and become immediately due. The debtor is in default once the date indicated in the invoice has passed without performance of full payment. EADV may remind the debtor, but the reminder is of no relevance for the default. In case of default, a penalty interest p.a. of Euribor rate 3 months plus 5 % is due and payable.
3.3 Set-offThe set-off of claims of EADV against claims of the Applicant is admissible only in case of direct, well founded and uncontested counterclaims of the Applicant against EADV.
4. AllocationEADV allocates any Industry activities primarily considering the effective availability and the date of receipt by EADV of the order form of the Applicant. Special requests of the Applicant will be paid due attention in the context of the above criteria, but may not bind EADV.
5. Changes5.1 Right to Change of EADVEADV reserves the right to change at any time (the physical space of) any Industry activities on short notice even after initial confirmation, if such physical space or Industry activity contravenes laws and regulations, which are considered to be in full force and effect in the country where the EADV Event takes place, or if necessary or somehow adequate to the benefit of the event. Neither restitutions nor claims of any kind shall apply.
2 EUROPEAN ACADEMY OF DERMATOLOGY AND VENEREOLOGY GENERAL TERMS AND CONDITIONS INDUSTRY ACTIVITIES
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5.2 Right to Request for Changes of the ApplicantChanges, in particular last-minute requests not explicitly accepted by EADV through its written confirmation or through exception or additional contractual provisions in writing always require the previous written consent of EADV. It is the responsibility of the Applicant to notify EADV well in of advance any such changes. The notification shall include a description of the extent of possible additional works required. The necessary permits to effect such changes must be secured in any case.
5.3 Exchange, Subletting and SharingExchange, subletting and sharing of any Industry activities are not allowed. In particular, all responsible personnel representing an Applicant at one booth must be employed or engaged by a single Applicant. Booth sharing can only take place after approval of EADV offices. Without approval, EADV reserve the right to refuse the activity or exhibition. Neither restitutions nor claims of any kind shall apply.
6. Limits6.1 General PrincipleAny Industry activities are allowed only within the framework of the relevant laws and regulations, which are to be considered to be in full force and effect in the country where the EADV Event takes place. Any Industry Activities are allowed only within the relevant legal framework. It is the Applicant’s duty to determine without any involvement of EADV such legal framework and to fully comply. EADV has no obligation to monitor the compliance of any Industry activities with the applicable legal framework, but reserves the right to intervene or let intervene in case of non-compliance or even of suspected non-compliance.
6.2 House RightsThe exclusive House Rights are held by the Owner of the facility. The Owner is authorized to exercise control of the display areas and presentation methods as well as the enforcement of security measures and the adherence to rules and regulations, in the best interest of a successful event. Submission of a signed application commits the Applicant and/or presenting agencies to adherence of any referenced rules and regulations governing the event, as well as to the strict adherence to all security measures and government regulations and technical safety standards in force at the event.
6.3 Specific InstructionsPets or animals are not permitted at the venue.
The Applicant is responsible of the staffing and must insure the cleanliness of the rented display area during opening hours. The Applicant is further responsible to assure adequate staffing of the presentation locations during the set-up and dismantling phases and to vacate these timely and in clean conditions.
Only 100% soluble adhesives may be used to secure temporary flooring / carpeting to pillars, walls and ledges. The attachment of advertising materials, posters and any kind of directional
signs, as well as gluing, painting, and wallpapering of building parts, ceilings, walls, pillars, floors or other integral parts of the display area are strictly forbidden. Built-ins and/or changes to existing conditions, furnishings or inventory require the previous consent in writing of EADV. Any costs arising from such changes and the reversing of same after the event are the responsibility of the Applicant. Reconstruction and renovation works of any kind may only be initiated on order of EADV and its subagents.
Fire alarms, sprinkler systems, hydrants, electrical distributors, telephone jacks and hook-ups, emergency lighting, entrances and emergency exits must be left unobstructed and accessible at any time. They may neither be removed nor be obstructed, covered up or taken down.
The use of open fire and light, i.e. kerosene, heating oil, natural gas etc. for cooking, heating and fueling purposes, the use of heating rods, as well as the hook up of portable heaters and cooking units which are not equipped with thermal overheating protection is strictly forbidden. The use of bottled gas usually warrants a special permit. It is the Applicant’s own responsibility to gather all respective approvals. Any procedures deemed potentially dangerous require scrutiny and permission by the applicable agency and must be applied for in advance through the responsible rental agency for the exhibit location. The usage of laser equipment requires previous permission and following coordination of EADV. Additionally, a permit of the responsible authority and a site inspection by a licensed inspector must be secured at the Applicant’s own costs. Demonstrations on and treatments of patients are forbidden. Technical inventory and supplies at the venue may only be operated by authorized and qualified personnel.
6.4 Booths in ParticularThe respective minimum and maximum standards for booth construction are known to and accepted by the Applicant. Among others, booth construction must always be self-supporting and may not be attached to walls, pillars or floors. The Applicant has to file plans and layouts which need to comply to said standards and require approval. Booths must be realized within the accepted plans and layouts. Only minimal deviations from the originally submitted and accepted plans and layouts are permissible, whereby prior consultation with and prior written consent by EADV are mandatory.
6.5 Industry Sessions in ParticularThe Applicant is solely responsible for organizing the Industry Session. Programme, detailed content and speakers must be approved by EADV. EADV reserves the right to refuse any programmes if such programme contravenes any laws, or if necessary or if somehow inadequate to the event. The Applicant is solely responsible for keeping any of its industry sessions activities compliant with all relevant laws and regulations. EADV will not be involved with in or have any control over the content, quality, organization, operation, scientific integrity of the activity and materials. EADV will not be involved in the selection of speakers, moderators and other faculty.
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6.6 Advertising in ParticularThe Applicant is solely responsible for keeping any of its advertising activities compliant with all relevant laws and regulations. It is strictly forbidden to advertise at any of the EADV Events pharmaceutical products not officially admitted into the market where such EADV Events are held. It is also forbidden to advertise any product requiring a prescription to the participants Non Healthcare Professionals. Applicants are allowed to advertise only within the boundaries of the space allocated to them.
Unsuitable solicitation or advertisement not conform to the framework of the event must be avoided. Company brands or logos in neon lights or flashing lights are only acceptable with the prior written consent by EADV. Optical, moveable and sound advertising materials are only tolerated if they do not constitute any aggravation to visitors, exhibitors and/or presenting agencies alike. Movie (celluloid film) presentations according to regulation are forbidden. EADV is authorized to confiscate, prevent or remove any advertising means or materials which are in violation to the aforementioned stipulations, without the aid of legal instruments, prior warning and no responsibility for eventual damages. Any resulting cost becomes the responsibility of the exhibitor and/or presenting agency.
6.7 Recordings in ParticularVideo and/or sound recordings of the display area, portions thereof or presentations are only permitted during regular operating hours of the event with prior approval from EADV. Anyone recording the event or portions thereof must ensure under own, direct and full responsibility and liability that none of the recordings will represent a hazard to visitors. Furthermore, the express consent of any Applicants involved is necessary. Finally, any recordings may not refer to the EADV, its name, its logo or its trademarks, if any.
6.8 Sales in ParticularSales activities on the EADV Event site of any kind are strictly forbidden. In case any sales activities are deployed, EADV reserves the right to take all necessary or adequate countermeasures at the EADV’s own discretion, including shutting down any Industry activities. Companies (publishers, equipment etc.) can take order forms at their booth and handle invoicing and delivery from countries where they are VAT registered after the EADV Event.
6.9 Lotteries in ParticularLotteries can be organized only upon approval of the EADV. Money, prescription drugs and alcohol cannot be a lottery prize.
7. SecurityFailing a specific commitment in writing of EADV towards the Applicant, EADV does not grant the security of the venue or of portions thereof, including the exhibition and conference rooms. The undertaking and efficacy of any security measures, among other concerning the surveillance of individual booths and/or exponents, depend therefore solely on the Applicant.
A specific fire protection watch will be furnished, if specified by local provisions.
8. Services other than industry activities
EADV shall provide the Applicant with any services other than Industry activities agreed upon through the written confirmation or through the exceptional or additional contractual provisions in writing.
EADV selects specific, usually on site providers for such services. It is the Applicant’s duty to instruct and control such providers. EADV refuses liability for any of such services effectively provided or somehow expected by the Applicant.
9. Dismantling phase
After the official closing of the scheduled event, the Applicant and/ or presenting agency is responsible for the timely dismantling of the display area within the contractually designated time frame. Ongoing presentations or events are to be terminated and any presentation materials and props must be removed from the rooms within the designated period. Rentals are to be returned before the deadline to the respective rental agency. If the dismantling of the display booth or the presentation materials as well as the imported objects by the Applicant and/or presenting agency are not effected on schedule, EADV is then authorized, after giving due notice, to order removal of any such objects at the cost and responsibility of the Applicant and/or presenting agency. Should a presentation run overtime, EADV has the right to close or halt the presentation in order to re-use the facilities and/or bill the presenting agency for the overtime. Exponents and/ or presentation materials which remain unclaimed after the event will be removed or stored, which ever pertains to the particular nature of the goods, at the cost of the responsible Applicant. Transportation or storage cost for unclaimed or left behind materials are the responsibility of the Applicant or presenting agency.
10. Liability and insurance coverage of EADV
EADV is only liable for direct damages resulting from EADV’s own unlawful intent or gross negligence.
EADV refuses liability for any indirect damages and loss of profits. EADV refuses liability for any damages resulting from reasons beyond its control. EADV refuses liability for loss, theft or damage to exponents or presentation objects and personal belongings imported during the event or damaged during transportation. EADV has an insurance coverage for personal and object damage. Any claims for any damages that are not submitted to EADV immediately after occurring of the damage(s) are not considered, in which case neither EADV nor its insurer will cover or somehow refund.
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11. Liability and insurance coverage of the applicant
The Applicant shall attend the event with all due care. It shall in particular employ personnel resp. engage people which are adequately skilled in attending and serving at events like an international EADV Event.
The Applicant shall select, instruct and control all employees and / or engaged people at the event.
Any spaces, infrastructure, tools, devices, materials and similar are to be treated with care by the Applicant (and / or its presenting agency) before, during and after the event. Applicants (and/or presenting agencies) are held liable for all damages to persons or objects, caused by them, their employees and any third parties under temporary engagement, their vehicles or any visitors at the venue.
Display booths and presentation rooms shall be adequately staffed and guarded during the entire event. Any additional or personal objects are to be safeguarded, as they are not covered by the effective EADV insurance policy.
The Applicant is obliged to request, obtain and, if required by EADV, give evidence of full insurance coverage, in particular to safeguard for any eventualities like damage to persons, objects or theft. It is advisable to make use of the specialized services provided at the event for extra night watches for individual booths or exponents.
12. Cancellation
12.1 Cancellation by the applicantApplicants whose order form has been accepted by EADV cannot be released from the contract and all agreed amounts remain due and payable. Under exceptional circumstances represented in writing by the Applicant to EADV, EADV may at EADV’s sole discretion, without being obliged, release the Applicant. In such case, the following cancellation fees apply:
- 25% of the total amount agreed for cancellations received by EADV the latest 120 working days before the first day of the event;
- 50% of the total amount agreed for cancellations received by EADV the latest 100 working days before the first day of the event;
- 100% of the total amount agreed for cancellations received by EADV later than 100 working days before the first day of the event.
The above scheme applies also in case of cancellation of single Industry activities agreed upon.
12.2 Cancellation by EADVEADV reserves the right to cancel all or even specific Industry activities
a) if the Applicant is in default according to the contractual terms and conditions;
b) if the Applicant does not show up or disregards the assembly specifications, if the assembly of the booth or stand does not occur within the contractually agreed timeframe, or if the display booth/stand is not occupied in time, i.e. at least two hours before the official opening of the event;
c) if infractions against the house rules are noticed and are not remedied in due course after one warning;
d) if the Applicant and / or its presenting agent is insolvent or bankrupt. The Applicant or presenting agency is obliged to notify EADV without hesitation of any occurrences of such nature. In such cases the admission to the event can be revoked and the Industry activities may be disposed of in a different manner at the EADV’s sole discretion.
In such cases, no restitution or reimbursements are due and the Applicant and/or presenting agency are held liable for any damages or losses incurred by EADV or any third parties. As security for eventual claims, EADV can make use of its right to demand a security deposit. EADV cannot be held liable for damages to retained goods or objects.
13. Reasons beyond control13.1 GeneralThe event may be anticipated or postponed to a different date or cancelled or its time frame changed by EADV as a result of a) any negative circumstances beyond anyone’s control or b) extenuating circumstances beyond the control of EADV. In case of anticipation, postponement or change of the time frame of the event, the Applicant remains bound and obliged and has no claim against EADV.
In case of cancellation of the event, 25% of the total agreed amount remain due to EADV and the Applicant has no claim against EADV.
13.2 TerrorismTerrorism means, and this clause applies mainly to- any acts of terrorism; or- independently from any acts, any alerts according to any
official sources; or - independently from any alerts, any circumstances reported
by any official sources indicating any concrete threats of terrorism
Any of such up to 14 days before any EADV’s Events or while any EADV’s Events are running.
In case of Terrorism EADV reserves the right to unilaterally cancel, interrupt or postpone any EADV’s Events.
EADV shall inform immediately about the cancellation, interruption, or postponement due to Terrorism of any EADV’s Events.
With the cancellation, interruption or postponement due to Terrorism EADV’s and any contractual party’s obligations under any contracts regarding any EADV’s events are converted so that EADV’s and any contractual party’s main obligation consists then
28 October — 1 November 2020, Vienna, Austria I Exhibition Catalogue14
no longer in rendering any services, but instead in minimizing any negative consequences of the cancellation, interruption or postponement. After any cancellation, interruption or postponement the remuneration conditions shall be re-negotiated in good faith. Any amounts already paid shall be refunded unless such amounts have already been spend or irrevocably allocated to any contractual purposes, or unless they become part of the remuneration conditions as renegotiated.
In no event EADV or any parties shall carry any liabilities for any direct, consequential, special, incidental, indirect or punitive damages, lost revenue, profits or income, diminution in value, loss of business, reputation or opportunity or similar costs suffered by EADV or any partners and their own counterparts.
14. Miscellaneous
14.1 Consequences of Partial NullityThe nullity of any of the clauses hereof shall not affect the validity of the other clauses. If need be, the Parties shall arrange to replace the offending clause by an equivalent legal provision or, failing that, by a new contractual clause meeting the original intent of the Parties.
14.2 Official LanguagesThe official language of the EADV Event is English.
14.3 Right of ChangeEADV reserves the right to effect any changes deemed necessary to insure the overall success of the event.
14.4 Fees for Performing Rights, Salary and Social Security for ArtistsThe Application is solely responsible for payment of any artist salaries, social security and performance fees for all services or presentations hired or ordered and releases EADV from any responsibility against possible claims of third parties.
14.5 Non-transferabilityAny obligations, debits and/or credits of an Applicant somehow originating from this contract are non-transferable to any third parties.
14.6 DataThe Applicant agrees that EADV may store, process, accede, let accede, use and publish (e.g. within the list / documentation of exhibitors and sponsors) any data somehow made available by the Applicant to EADV, in particular through the order form.
The Applicant agrees that the use of any data concerning any participants made available in the context of any EADV Event is normally limited by the specific authorization to such use given by each participant in the registration process (in general restrictions of confidentiality and use for marketing purposes). The Swiss Federal Data Protection Act of June 19, 1992 applies.
14.7 Photo and Video disclaimerThe Applicant acknowledges and accepts that any EADV Meetings are usually documented in their entirety or even only in part by EADV appointed official photographer(s)
so that photos and/or videos where the Applicant or the Applicants exhibition stand appears may be published (also for promoting the EADV and any of its activities) in traditional and/or digital media.
14.8 Alcohol policyThe EADV policy is that during the congress hours and at all times whilst on the congress premises, participants must be free from the influence of alcohol. Therefore no participant, exhibitor, sponsor or any other shall:- be in possession of alcohol on the EADV Event premises- supply others with alcohol
Alcohol may only be served and consumed during the below listed events: - Fostering Networking Event- Networking Symposium
14.9 Applicable law, Venue of competent JurisdictionAny legal relationship between EADV and the Applicant shall be governed solely by Swiss Law. In the event of any controversies arising from any legal relationship between EADV and the Applicant, inclusive of such issues as validity, nullity, violation or termination of such legal relationship, the parties shall first attempt to reach a settlement. Failing this within one month from the time when the controversy arose, EADV and the Applicant irrevocably submit for the determination of such disputes to the exclusive jurisdiction of the regular Courts at the seat of EADV (at present: Lugano, Switzerland).
Editorial/Publisher
European Academy of Dermatology and Venereology (EADV)www.eadv.org
Publication Date
February 2020Subject to alterations
www.eadv.org
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