EXHIBITORS TERMS AND CONDITIONS
RULES AND REGULATIONS
These rules and regulations form part of the Exhibitor Agreement made between the World Congress of Compounding and the Exhibitor. The provisions of the lease or licensing agreement between the World Congress of Compounding and the Exhibition Hall which refer to or govern exhibitors also form part of these Regulations.
Full payment for exhibit space is due upon selecting your exhibit booth space in order to reserve exhibit space for the World Congress of Compounding. Payment must be received within 10 business days or reserved booth will be released. World Congress of Compounding reserves the right to cancel exhibit space after that date for any exhibitor who has not remitted payment.
EXHIBIT SPACE CANCELLATION POLICY
The World Congress of Compounding and its sponsors reserve the right to decline, prohibit, cancel, or remove, any Exhibitor or any application for any reason in their sole discretion. The World Congress of Compounding and its sponsors further reserve the right to refuse applications of concerns whose conduct or display of goods or services, in the sole judgment of World Congress of Compounding and its sponsors, are incompatible with the general character and objective of the exhibition. The World Congress of Compounding and its sponsors’ decision and interpretation shall be accepted as final in all cases. Refunds will be issued on a case-by-case basis at the discretion of the World Congress of Compounding and its sponsors, and limited to the reimbursement of the Exhibitor fees only.
All exhibit booth space cancellations and/or amendments must be submitted in writing to firstname.lastname@example.org. Cancellations received on or before December 31st 2017 will be refunded in full, less 50% of the fee to cover administration costs. Exhibit booth space cancellations received after January 1st 2018 will not be refunded. World Congress of Compounding will, however, charge the standard prices of the initial reservation costs as a result of cancellation to exhibitor allotted a gratuitous exhibit space.
Where possible, space assignments will be made by the World Congress of Compounding in keeping with the preferences as to location requested by the exhibitor. The World Congress of Compounding reserves the right to alter the allocated exhibit spaces at its sole discretion and in the best interest of the exhibition. Exhibitors cannot sublet any part of their assigned exhibit space. No exhibitor shall assign, sublet or share the space allotted with another business or firm.
INSTALLATION AND DISMANTLE
The Exhibition Hall has been reserved for exhibit Installation during the following hours: Friday, October 26, 11 a.m. – 5 p.m. All exhibits must be fully operational and completed by Friday, October 26, 5 p.m and the booths must be clean and free from all rubbish. If Exhibit space left empty as of 5:00 pm may be resold or reassigned by the World Congress of Compounding without obligation on the part of the World Congress of Compounding for any refund whatsoever. Exhibitors are advised to provide locked storage facilities within their own display area for excess merchandise.
Exhibitor’s displays will not be dismantled or packed in preparation of removal prior to the official closing time of Sunday, October 28, 3:00 p.m. No equipment can be removed from the Exhibition Hall during the conference without written permission from World Congress of Compounding. The dismantling of exhibitor displays begins on Sunday, October 28, 3:00 p.m., and move out must be completed by Sunday, October 28, 5:00 p.m. At that time, all exhibit displays or materials left in booths without instructions will be packed and stored at the discretion of World Congress of Compounding, and all charges will be applied to the exhibitor. The booths must be clean and free from all rubbish. Failure to comply with these rules will result in not being invited to exhibit in future years or denied selection of preferential space assignment.
The World Congress of Compounding is not responsible for any damage to the Exhibitor’s product due to set up or removal of the Exhibitor’s booth. The World Congress of Compounding reserves the right to change the set up or removal times.
USE OF EXHIBIT SPACE:
The General Rule of the Exhibition Hall is: Be a Good Neighbor. No exhibits will be permitted to interfere with the use of other exhibits or impede access to them or impede the free use of the aisle. Booth personnel, including demonstrators, receptionists, and models are required to confine their activities within the exhibitor’s booth space. Apart from the specific display space for which an exhibiting company has under contract with the World Congress of Compounding, no part of the Exhibition Hall and its grounds may be used by any organization other than the World Congress of Compounding for display purposes of any kind or nature. The World Congress of Compounding reserves the right to remove or prohibit any exhibit in whole, in part, or any exhibitor or representatives that in its opinion are not in keeping with the character and purpose of the trade show.
Exhibit Specifications: In fairness to all exhibitors, the World Congress of Compounding exhibit construction guidelines must be observed. Booth backgrounds are 8' (feet) high; side rails are approximately 36” (inches) high. The back half of the sidewalls of the booth may extend to the height of the back wall. The front half of the sidewall must contain at least 50% open area to permit side viewing through the booth. If motion pictures, other than A/V or loud speakers are used, the exhibitor agrees to comply with union requirements for the operation of the equipment. Sound presentation, slides or movies will be permitted if tuned to conversational level and if not objectionable to neighboring exhibitors. The World Congress of Compounding reserves the right to restrict the use of glaring lights or objectionable light effects. The exterior of any display cabinet or structure visible from an adjacent exhibitor’s booth must be finished or suitably decorated at the expense of the exhibitor erecting or installing such a display and must not include corporate or product identity that would detract from the adjacent display. All exhibits need to comply with International Association of Exhibitions and Events (IAEE) Guidelines for Display Rules and Regulations.
The Exhibitors shall have the rights, subject to the provisions herein contained, to arrange their exhibits within the space allotted to them in the manner best suited for displaying and demonstrating the goods manufactured by them. Exhibitors must allow a minimum of 2’ (feet) in front of presentation and demonstration components inside the booth to accommodate attendees to enter the booth to participate in an activity or watch a demonstration. Attendees should not be forced to stand in the aisle to view exhibitor presentations. No part of an exhibit shall extend outside of the exhibit space boundary and no signs can be installed from the ceiling. All promotional materials, items, etc. must be contained within the space assigned to the Exhibitors as per the completed agreement and in accordance with the booth construction guidelines of the IAEE. If there is a discrepancy between IAEE and the World Congress of Compounding guidelines, the World Congress of Compounding guidelines will be used.
NO DIRECT SALES:
Exhibitors whose products and services are distributed by Medisca Inc., Medisca Network Inc., LP3 Network Inc. and its associated wholesalers, are not permitted to make any sales or direct sales on the exhibit floor unless they are generating all leads to Medisca Inc. as the Distributor of the products and services.
Exhibits shall be staffed by technical, qualified individuals who are bona fide company employees or legitimate representatives. Exhibitors must open their exhibit on time each morning and staff it throughout each day until show closing. Exhibit personnel shall wear professional attire consistent with the conference decorum. Likewise, any personnel hired by an Exhibitor, such as models, performers, musicians, or entertainers, must be properly attired and not dressed (or undressed) in a lewd, suggestive, offensive or obscene manner. No person under 18 years of age will be permitted on the floor during move-in or dismantle. All personnel who are representatives of the exhibiting company must register as an “Exhibitor”. Two Exhibitor Badges will be allocated per 10 x 10 Booth, adn four Exhibitor Badges will be allocated per 10 x 20 Booth. Exhibitors requiring or desiring additional badges for their personnel may obtain extra badges of either type by purchasing them.
The World Congress of Compounding considers the practices of Suitcasing and/or Outboarding to be unethical business conduct and strictly prohibits both practices. Suitcasing refers to the practice of companies or persons who go to shows as attendees but "work the aisles" from their suitcase (briefcase), soliciting business from other attendees and exhibitors. Outboarding refers to non-supporting companies who set up exhibits or events at off- site locations, such as hotel hospitality suites or nearby restaurants, and encourages attendees to leave the show floor and spend time with them. For the good of the show and the exhibitors supporting the show, the only legitimate place to conduct business during show hours is within a contracted exhibit space on the show floor. Only official Exhibitors and sponsors are allowed to conduct other hospitality events during non-show hours. All violations will be directed to the World Congress of Compounding Board for penalties and sanctions against the violating company. Exhibiting companies are encouraged to protect their investment and report any violations immediately to the World Congress of Compounding Show Management.
HEALTH, FIRE REGULATIONS, AND PUBLIC SAFETY
To insure the safety of all participants, fire regulations must be observed. Fire regulations require that all display materials be flameproof. Electrical signs and equipment must be wired to meet the specification of the local Fire Underwriters Inspection Bureau. Each exhibitor is charged with knowledge of all laws, ordinances and regulations pertaining to health, fire prevention and public safety while participating in this exposition. Compliance with such laws is mandatory for all exhibitors and the sole responsibility is that of the exhibitor. The World Congress of Compounding will provide perimeter security in the Exposition Hall from the beginning of exhibitor move-in through dismantle hours. Exhibitors are the primary responsible party for safeguarding their exhibit and merchandise at all times.
CARE OF BUILDINGS
Cost for repairing any damages to the Exhibition Hall will be billed to the responsible exhibitor. Nothing can be posted, tacked, nailed, screwed, or otherwise attached to the columns, walls, floors, ceiling, furniture, or other properties of the Exhibition Hall, convention center, or hotel.
A prior notice of 45 days and a valid certificate of liability must be given for Exhibitors using companies other than the World Congress of Compounding’s Official Contractors. Contractors will not be allowed on the exhibit floor without work orders and official service badges therefore Exhibitors using companies other than the World Congress of Compounding’s Official Contractors must advise them to check with the Exhibitors/Attendee Registration Desk upon their arrival. Copies of all job orders must be presented at that time for management’s files to qualify their company’s participation. Upon verification, official service badges allowing access to the exhibit area during service hours only will be issued.
Exhibitors are advised to carry floater insurance to cover exhibit material against damage and loss and public liability insurance against injury to the person, personal effects, and property of others. All property of the exhibitor is understood to remain under his custody and control, in transit to and from the confines of the Exhibition Hall, subject to the Rules and Regulations of the Exposition.
'HOLD HARMLESS' CLAUSE
The exhibitor assumes the entire responsibility and liability for losses, damage and claims arising out of injury or damage to exhibitor’s displays, equipment, and other property brought upon the premises of the hotel and convention center and shall indemnify and hold harmless the hotel, convention center, agents, and employees from any and all such losses, damages and claims.
ROYALTIES, LICENSE FEES AND OTHER CHANGES
Exhibitor agrees to pay all royalties, license fees or other charges accruing or becoming due to any firm, person or corporation by reason of any music—either live or recorded or other entertainment of any kind or nature, played, staged, or produced by the Exhibitor, his agents, employees or subtenants within the premises covered by this License Agreement including but not limited to, royalties or licensing fees due to BMI, ASCAP or SESAC. Exhibitor agrees to hold harmless the World Congress of Compounding, its agents and employees against any and all such claims and charges, and to defend, at its own expense any and all such claims and charges. Exhibitors shall have the right, however, to protest and if desired, to litigate and adjudicate any and all such claims.
MARKETING CONSENT AND AUTHORIZATION
Exhibitors and their staff give consent to the World Congress of Compounding, and all persons acting under its authority, to use, in whole or in part, their name, photograph, video or voice record image, and corporate logo in its publications, advertising, website or other media activities (including the print media, electronic media, and Internet). This consent includes, but is not limited to:
- Permission to the World Congress of Compounding to interview, film, photograph, tape, or otherwise make a video production and/or record voice;
- Permission to use quotes from videos or testimonials (or excerpts of such quotes), the photograph(s), tape(s) or reproduction(s), and/or voice recordings, in part or in whole, in its publications, other print media, and electronic media (including the Internet).
Exhibitors acknowledge that the World Congress of Compounding own all rights and privileges to the images, recordings and testimonials including all reproductions thereof. Exhibitors waive:
- Any right to inspect or approve the use of the images, recordings and testimonials or of any written copy;
- All copyright and moral rights; and any right to royalties or other compensation arising from or related to the use of the images, recordings or testimonials.
TERMINATION OF CONFERENCE AND EXPOSITION
Should the premises in which the World Congress of Compounding is to be held become, in the sole judgment of the Congress, unfit for occupancy, or should the convention and trade exposition be materially interfered with by reason of action of the elements, strike picketing, boycott, embargo, injunction, war, riot, emergency declared by a governmental agency, or any other act beyond the control of the World Congress of Compounding the contract for exhibit space may be terminated. The World Congress of Compounding will not incur liability for damages sustained by exhibitors as a result of such termination. In the event of such termination, the exhibitors expressly waive such liability and release the Congress of and from all claims for damages and agree that the Congress shall have no obligation except to refund to exhibitors prorated shares of the aggregate amounts received by the Congress as rental for exhibit spaces for said exhibits after deducting all costs and expenses in connection with such exhibits, including reasonable reserves for claims, such deduction being hereby specifically agreed to by the exhibitor.
If an exhibitor does not follow the rules and regulations set by the World Congress of Compounding then this contract may be terminated, the exhibitor may be subject to ejection from the conference and/or forfeit the right to exhibit in the next conference. No disruption of the conference or any exhibitor’s right to conduct business will be tolerated. In the event of a default by the exhibitor, the exhibitor shall forfeit as liquidated damages the amount paid by him for his space rental, regardless of whether or not the World Congress of Compounding enters into a further lease of the space involved.
The official language of the World Congress of Compounding is English.
In the event of a dispute, the Terms & Conditions shall be governed and determined by the laws of the State of New York.
AMENDMENT OF RULES
The World Congress of Compounding reserves the right to make changes, amendments, and additions to the rules at any time, and all changes, amendments and additions so made shall be binding on the Exhibitor with the provision that all exhibitors will be advised of any such changes. Any matters not specifically covered herein are subject to decision by the World Congress of Compounding.