General Rules for Exhibitors

Advertising and give-aways

Written approval from the congress organiser and society is necessary for any company wishing to advertise goods and/or services, which are not included in the exhibition programme or not relevant to the exhibiting company’s participation at the congress.

              

Advertising of goods and services on behalf of companies and organisations who have not ordered any exhibition area, or have not applied as sharing companies, or their participation has been rejected, is strictly forbidden.

Exhibitors are not permitted to:

• Place posters on columns, walls, partitions or stands etc., which are inside the building or outside their rented area
• Distribute promotional materials anywhere else other than on their stand, or designated literature table, or to distribute publications of a disturbing, political or dangerous nature (as deemed by the society or the congress organiser).
• Exhibit or use a trademark, name, etc., which is contradictory or offensive to other exhibitors or visitors

 

Give-aways and printed material may only be distributed in the space rented by the exhibitor in the exhibition hall, in hospitality suites, on the designated literature table or at satellite symposia. Product identification is permitted on giveaways. Contests, lotteries and raffles are subject to approval by the congress organisers.

 

Copyright 

Please note that the society and Bioscientifica (as congress organisers) have no copyright responsibility in respect of any exhibiting company.

 

Exhibitors are reminded that third party copyrights should not be infringed.  Proper dispensation must be obtained and any royalties due, paid prior to the use of materials.

 

Should any copyright dispute arise, the society and Bioscientifica will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

 

Disruption to other exhibits
The congress organisers reserve the right to restrict exhibits which, because of noise, method of operation, materials or any other reason, become objectionable to other exhibitors or to delegates.

 

Distribution of Materials 

The display or distribution of any material in any form from any area within the Venue, other than banner sites, designated literature table, and within the boundary of your stand, is strictly prohibited.

 

Electrical Regulations

• All electrical work must comply with the new regulations of the Event Venues Association and Local Authorities.
• Electrical installation may only be carried out by fully qualified and approved personnel, properly supervised and appointed by the Conference Organisers.
• All appliances must have been tested by a competent person before connection to the power supply.
• Flexible cord is not permitted for stand wiring unless it forms part of a purpose manufactured system and is fully in accordance with the appropriate BS standard.
• Socket outlet multi-way adaptors must be of the fused 4-way trailing block type and are limited to one per socket. Leads must not exceed 2m in length.  Total load must not exceed the socket capacity.
• Flexible leads for static appliances must not exceed 2m in length. Extension leads are not permitted.
• Stand switches/ fuses must be accessible at all times.
• No light-fitting or other electrical appliance may be suspended from the roof of the Exhibition Hall.
• Flashing lights or signs are not permitted but sequence displays may be used, subject to prior approval by the Organisers.
• All lighting shall be designed and installed to avoid nuisance and discomfort to neighbouring exhibitors and visitors.
• Any prefabricated display units already wired must comply, in all respects, with the safety regulations as deemed by the Venue. The cost of any modification required to comply with the regulations will be charged to the Exhibitor by the Electrical Contractor.

 

Employment of Labour 

Exhibitors shall ensure that their Contractors and sub-Contractors conduct their industrial relations in accordance with good practice and observe codes of practice issued from time to time by the Secretary of State for Employment and the Advisory, Conciliation and Arbitration Service (ACAS) in the UK, or equivalent codes in Italy.  Any person whom in the opinion of the Organiser, is carrying out work contrary to the requirements of the Organiser and of the local or other competent authority and of the venue, will be required to stop immediately and may be directed to leave the exhibition site.

 

The Organisers recommend that all contractors employed by Exhibitors should be members of the Event Supplier and Services Association (ESSA) or equivalent organisation.  Any queries should be referred to ESSA, 119 High Street, Berkhamsted, Hertfordshire, UK, HP4 2DJ.

 

Flow of delegates
Nothing may impede the free flow of delegates in the aisles. This means that nothing may be built in the aisles, nor may furniture or equipment (other than that arranged by the congress organiser or required by the venue) stand in the aisle space.

 

Insurance

The Event Organisers, whilst taking every reasonable precaution, expressly do not accept any responsibility at all for any loss or damage which may befall the property of any Exhibitor from any cause whatsoever.

All exhibitors are required, as part of their contract, to insure their legal liability and are strongly advised to effect adequate insurance to include cover for all products and exhibits during the overall period of the Exhibition including transportation.  All exhibiting companies must provide proof of Public Liability Insurance up to a value of €5,000,000 (five million euros).  This must be uploaded to the BiosciSPEX portal.  Failure to provide proof of adequate insurance may mean you/your contractors are not permitted access to set up/exhibit at the congress.

 

Laser shows
No laser shows are permitted at this event.

 

Maximum stand height
The maximum height for any part of any stand will be 4m. Shell scheme stands are 2.50m high and no displays or banners within the stand may exceed this height.  

 

Noise

To ensure that disturbance to Exhibitors is kept to a minimum; the Organisers will enforce the following sound and music regulations for the duration of the event.

• Any company wishing to play music on their stand must have the appropriate licence(s) from PRS, PPL and VPL. Please see the Music and Videos section for further details.
• The Organisers reserve the right to alter/restrict sound levels on any stand at any time during the tenancy period of the event.
• Please give consideration to your neighbouring Exhibitors at all times.
• Please note that during the open period of the show, the public address system is for Organisers’ announcements and emergency/police messages only.

 

Product disclaimer
The acceptance of a product or service for exhibition does not in any manner constitute an endorsement by the congress organisers. Each exhibitor and/or sponsor is responsible for the material and information they make available at the meeting. Exhibitors and sponsors should only present material and information which has been approved by their legal departments and which is in compliance with the legislation of the host country of the meeting. It is the responsibility of exhibitors and sponsors to address these issues and any conflicts arising from such matters directly among themselves as the Organisers will not arbitrate in any way in legal issues of this nature.

 

Registration and accommodation

Arrangement and costs for registration and accommodation for attendance at the congress is the responsibility of the sponsor/exhibiting company. 

 

Sharing of stands
Exhibiting companies are not permitted to share allotted booth space with any other company without prior written consent from the organisers.  

 

Smoking

This is a non-smoking meeting.  If exhibitors or contractors wish to smoke they may do so outside the venue in designated smoking areas.  Any contractor suspected of being under the influence of alcohol or any other substance, during build or breakdown periods, will be asked to cease working and leave the site for safety reasons.

 

Staffing of stands
Exhibitors will be required to ensure that their stands are staffed during the tea and coffee and lunch breaks at a minimum.  Beyond these times, the staffing of stands during the congress opening hours is at the discretion of the exhibiting company. Stands must not be dismantled before the published closing time.

 

Stand Identification

All exhibition stands must be identified by a Stand Number or Stand Name, which is identical to that shown on the official exhibition floorplan. Companies who provide their own fascia board must ensure the company name is printed on this.

 

Sub-letting
Exhibitors shall not sub-let in whole or in part any part of the stand allotted to them without the written consent of the congress organisers. 

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