Terms & Conditions

ECP’s 2024 Terms and Conditions for Exhibitors

1. DEFINITIONS:
In these standard Terms and Conditions the words ’exhibitor’ means any company, organisation or person who has applied for space allocation in an exhibition, or their agent, contractor or employee. The ‘organiser’ refers to CPO HANSER SERVICE GmbH.

2. BOOKINGS & PAYMENT:
Exhibitors must complete and submit the online booking form. An invoice will be issued on receipt of the booking form with 14 days payment terms. Bookings will be held provisionally for 14 days; however, no application will be considered valid until full payment is received by the organiser. Where the invoice amount is not paid within the prescribed time, inventory is put back on sale and any loss incurred by the organiser by such non-payment may be claimed from the defaulting exhibitor. The organiser reserves the right to refuse any bookings at any time, without stating a reason. A booking is only confirmed when accepted by the organiser in writing.

3. CANCELLATION:
All cancellations must be sent in writing to CPO via email to shop-ecp-florence@cpo-hanser.de . Cancellations made until 10 June 2024 will be liable to a 50% cancellation fee. Cancellations made afterwards will be liable for a 100%, full payment fee of the total invoice amount for the original booking. CPO will have no obligation to refund any amounts paid in respect of non-attendance.

4. CHANGES, POSTPONEMENT OR ABANDONMENT:
Should circumstances arise that could materially affect the hosting of the congress, the ESP may cancel or postpone the congress. In such event the congress organiser (ESP) shall not be liable for any loss, liability, damage or expense suffered or incurred by any person or company attending the ECP congress in any format. With regard to venue location, exhibition floorplan, conference programme or any other published particulars, organiser will have absolute discretion to change or amend these particulars and will provide notice at the time the changes are made. Neither ESP nor CPO will be held liable for any compensation or resulting consequential loss incurred.

5. LIMITATION OF LIABILITY:
Our aggregate liability to you, whether such liability arises in contract, tort (including negligence) or otherwise, for any damages, loss, costs, claims or expenses of any kind howsoever arising, out of or in connection with this Agreement or otherwise in connection with the Event, shall be limited to the exhibitor Fee paid by you.

6. BOOTH PARAMETERS, PROMOTION AND SUBLETTING/SHARING OF BOOTHS:
The booth area is as indicated on the confirmation email and will be as delimited on the exhibition floor. Exhibitors are not permitted to erect any part of their booth or promotional material outside of the parameter of their booth. The distribution of promotional material of any kind is not permitted outside of the parameter of the booth. The exhibitor shall neither share with, nor part with possession of, the whole or any part of the booth allocated to it, to another organisation, company or person without the written consent of the organiser.

7. SAFEGUARD OF FITTINGS AND FACILITIES:
The exhibitor may not interfere with the exhibition building or booth construction in any way whatsoever, including posting on, tacking, nailing, screwing, or otherwise attaching to the columns, walls, floors, or other parts of the Congress Venue and any damage caused by their acts of negligence shall require them to indemnify and/or recompense the organiser and its contractors against any claim arising from such damage. Nothing shall be without permission from the proper building authority. Distribution of promotional gummed stickers or labels is strictly prohibited. Fluids, caustic or staining, must not be used where they may damage floor coverings. Packing, unpacking and assembly of exhibits shall be done only in designated areas and in conformity with directions of the organiser’s Contractors.

8. ACCESS AND BOOTH DISPLAYS:
The exhibitor must ensure that its booth is ready before the opening of the exhibition each day. Booths must be fully staffed and stocked at all times. The exhibitor must comply with build and breakdown requirements of the organiser or its contractors. Late build up and early breakdown creates problems in exhibition halls, contravenes health and safety regulations and is discourteous to other exhibitors. If late build or setup is unavoidable, a suitable time slot will be allocated by the organiser at its discretion. Exhibits are not to be removed until the exhibition is closed, and any exhibitors closing the booth before that time without the permission of the organiser may be liable for an early closing fee of 10% of their total invoice amount. The exhibitor must vacate its booth and ensure that all exhibit items are removed from the premises, within the time specified for exhibition breakdown. (10 September 2024 8:00pm)

The exhibiting companies may display advertising solely within the stands they have rented. Any and all advertising materials shall be deployed in such a manner that they do not impair the safety of the event and do not disturb any other parties. The above provision applies in particular to moving and audio advertising materials as well as to electronic means of advertising that establish a connection with the communications media of exhibition visitors.

9. OFFICIAL PERMITS:
The exhibitor is responsible for any and all public law permits and approvals required for the operation of the exhibition stand and presentation of its products and services unless the obtaining of such permits and approvals is mandatory for the contractors or the lessor of the event venue. The official permits that must be obtained by the exhibitor include, but are not limited to, the fire safety permit for the stand constructed by the exhibitor and the approvals for the products presented by the exhibitor.

10. SERVICE PROVIDER:
The organiser has appointed a Contractor to provide the following: booths, furniture, carpeting / flooring, signage, electrical equipment, storage and other labour at the prevailing rates. Arrangements for these services and payments are to be made between exhibitors and the organiser. Regarding the execution of orders based on information or documents provided by the exhibitor, the exhibitor warrants that the production and delivery of services based on their specifications and documents do not infringe upon third-party intellectual property rights. The organiser is not obligated to verify whether the information or documents handed over by the exhibitor for service provision violate or could violate third-party intellectual property rights. The exhibitor is required to indemnify the organizer against any claims for damages by third parties and to bear all damages arising from the infringement of intellectual property rights.

11. STORAGE OF PACKING CRATES AND BOXES:
Exhibitors will not be permitted to store packing crates and boxes in their booths during the exhibit period. Please contact DHL for additional service.

12. SECURITY:
General security surveillance will be provided by the organiser. Surveillance of a specific stand will not be provided unless the exhibitor orders security for its stand or room.

Special security guards may be assigned solely by a security company engaged by the official Contractor.

18. DISPOSAL OF WASTE:
It is the responsibility of the exhibitor to ensure that all debris and waste material arising from its own booth fitting is completely removed from exhibition area prior to the opening of the exhibition and at the end of the show. Failure to comply with this procedure shall render the exhibitor liable for the cost of clearance by the organiser or its contractors or agents.

19. SPECIAL HAZARDS & EXHIBITOR MATERIALS:
Any exhibit that may be regarded as constituting a special risk or hazard must be notified to the organiser at least one month in advance of the opening of the exhibition. The exhibitor must at its own expense, comply with any conditions or safety precautions the organiser, venue licensor or local authority may impose. The exhibitor shall ensure all material exhibited during the exhibition is not offensive, abusive, indecent, defamatory, obscene or otherwise inappropriate for use as determined by the organiser.

20. INSURANCE:
To the fullest extent permitted by the applicable law, The organiser excludes: All liability for loss, injury or damage to persons or property at the exhibition. Exhibitor shall ensure they have insurance cover concerning insurance of exhibits, postponement or abandonment, and failure to vacate, as well as full public liability and employee liability insurance against personal injury, death and damage to or loss of property for a limit of indemnity of not less than five million EUR (€ 5,000,000) or its equivalent, and the organiser shall be entitled to inspect such insurance policies upon request. Nothing in these Terms shall exclude or restrict either party's liability for death or personal injury resulting from the negligence of that party or its employees while acting in the course of their employment.

21. USE OF CLIENT INFORMATION:
By booking an exhibition booth at the ECP Congress 2024, whether virtual or otherwise, you authorise ESP to share your information with delegates and other attendees at the same event. This organisation is acting as data controller in their own right and you should refer to their own privacy policies if you have any questions or concerns over their use of such information. ESP is not responsible for and shall not be liable in any way in respect of, such third parties’ use of personal data. For more information about how ESP stores and uses your information please visit the ECP Congress website to read the Privacy Policy: https://www.esp-congress.org/privacy-policy.html.

22. AGREEMENT:
These standard Terms and Conditions, together with the booking form, sales material, letter of confirmation and any subsequent agreed variations in writing and signed by the organiser shall represent the entire agreement between the organiser and the exhibitor and shall supersede any previous agreements or representations whether written or oral.

May 2024