17th BIENNIAL CONGRESS - BRUSSELS 2017 BIENNIAL CONGRESS - BRUSSELS 2017 INFORMATION ... and our...

17th BIENNIAL CONGRESS - BRUSSELS 2017

INFORMATION FOR

SPONSORS AND EXHIBITORS

THE SQUARE, BRUSSELS, BELGIUM

14th – 16th SEPTEMBER 2017

(PRE-CONGRESS COURSES 13th SEPTEMBER)

www.ESEBrussels2017.com of 23

INFORMATION FOR

SPONSORS AND EXHIBITORS

CONTENTS

INVITATION ................................................................................................................................. 3

ESE VISION & HISTORY ............................................................................................................ 5

STRUCTURE OF PRELIMINARY PROGRAMME .................................................................... 6

CONGRESS VENUE: BRUSSELS CONGRESS CENTRE ......................................................... 8

PRE-CONGRESS COURSES ........................................................................................................ 9

SPONSOR PACKAGES .............................................................................................................. 10

SPONSOR LECTURE SESSIONS .............................................................................................. 16

SPONSORING ITEMS - PURCHASED SEPARATELY ........................................................... 16

APPLICATION FORM FOR SPONSORS .................................................................................. 17

APPLICATION FOR EXHIBITORS ........................................................................................... 20

TERMS AND CONDITIONS FOR SPONSORS & EXHIBITORS ........................................... 21

http://www.esebrussels2015.com/


INVITATION

Welcome to the

European Society of Endodontology Biennial Congress

Brussels, Belgium

14-16th September 2017 Dear Partners,

The ESE Executive Board is delighted to invite you to Brussels to be one of our partners for this world-leading conference on Endodontology. ESE congresses are well known as exceptional meetings that combine the clinical science and practice of Endodontics with the underpinning biological and materials sciences.

ESE Brussels 2017 will take place at The Square, Brussels, Belgium. The venue is a modern, purpose-built congress centre that offers several large auditoria perfect for the scientific programme. It also has several smaller meeting rooms, as well as a large exhibition space for our dental/medical sponsors and exhibitors. ESE Brussels 2017 takes place from 14-16 September 2017 with pre-congress courses being held on 13th September 2017 – please reserve these days in your diary to be part of this world-leading congress on Endodontology.

The local organizing committee and the ESE are working hard on the conference, the theme of which is – “Rooted in the heart of Europe”. With the help of surveys conducted with previous congress participants, society members, and our industry partners we are planning an exciting programme that will offer the latest clinical updates as well as the latest research findings in the field of Endodontology. The focus of the scientific programme will be “Endo for all ages”.

Sponsors and Exhibitors should note that the programme includes a dedicated time for participants to visit the Exhibition Hall.

We are confident ESE Brussels 2017 will be a memorable and enjoyable meeting and we look forward to your participation.

See you in Brussels in 2017!

Paul Dummer

ESE Secretary


http://squarebrussels.com/square-brussels-brussels-meeting-center


Local Organising Committee

Congress President: Roeland De Moor Congress Vice-President: Dominique Pee Committee Members: Jan Berghmans, Mieke Bogaert, Stéphane Buquet, Luk Daneels, Bernard De Vooght, Maarten Meire, Gunter Slaus, Els Tijskens

ESE Executive Board

President: Claus Löst Secretary: Paul Dummer Treasurer: Hakki Sunay Chair Education and Scholarship Committee: John Whitworth Chair Research Committee: Leo Tjäderhane

Contact

Susan Bryant ESE Administrator Registered Postal Address of European Society of Endodontology: Postboks 1237 Vika, 0110 OSLO, Norway web address: www.e-s-e.eu email address: [email protected]

Professional Congress Organiser:

AIM GROUP INTERNATIONAL

Monica Freire email address: [email protected] Tel: +351 21 324 50 62 Fax: +351 21 324 50 51


http://www.e-s-e.eu/

mailto:[email protected]


ESE VISION & HISTORY

The driving force for Endodontology in Europe – inspirational, innovative, influential!

The European Society of Endodontology (ESE) was created in 1982 from the existing European Academy of Endodontics. The Society was initially made-up of ‘active’ individual members but was re-structured in 2001 into a federal organisation representing national endodontic and dental societies throughout Europe and a new category of ‘Certified’ individual members. The ESE is now governed by a General Assembly made-up of country representative from each member society and managed by an Executive Board that currently consists of President, Claus Löst; Secretary, Paul Dummer; Treasurer, Hakki Sunay; Chair of Education Committee, John Whitworth; and Chair of Research Committee Leo Tjäderhane. The Society is supported by an Administrator, Ms Susan Bryant.

Today, the ESE is a vibrant and dynamic organisation that has 34 member societies from 31 European countries and represents over 6000 ordinary members and over 250 certified members.

The ESE is developing a number of exciting initiatives, including: Achieving specialist status for Endodontology within Europe;

Developing an accreditation process within Europe for postgraduate taught programmes;

Developing requirements for ESE specialist status for individuals;

Enhancing its communication with the profession, with dental companies and with its membership;

Promoting education and scholarship within the speciality of Endodontology for the benefit of patients, dentists and students;

Ensuring that it adopts best practice in terms of its governance arrangements;

Investing in research and the support of young research workers;

Enhancing further the ESE biennial congresses;

Optimising clinical care for patients;

Promoting standards in undergraduate education.

Congress development - a success story!

Recent congresses Total participants Countries represented

Istanbul 2007 1457 61

Edinburgh 2009 1458 61

Rome 2011 1730 73

Lisbon 2013 1893 70

Barcelona 2015 2795 86



STRUCTURE OF PRELIMINARY PROGRAMME

THURSDAY MAIN HALL 1:

(2100) MAIN HALL 2:

(1200) MAIN HALL 3

(500) MAIN HALL 4

(300) MAIN HALL 5

(100)

8:30 – 9:00 Opening

Ceremony

9:00-9:45

Symposium 1

Sponsored session Education Prize

presentations 9:45-10:30

Sponsored session

10:30-11:00 COFFEE BREAK

11:00-11:45

Symposium 1

Sponsored session Wladimir

Adlivankine 11:45-12:30

Sponsored session

12:30-13:30 LUNCH

13:30-15:00 Poster Presentations / Trade Exhibition open / Coffee

15:00-15:45

Symposium 2

Sponsored session

Oral presentations on freely chosen

subjects. 15:45-16:30 Sponsored

session


17:00-17:45

Symposium 2

Sponsored session



session

Please note: Main Hall 1 is a short distance from the congress centre.



FRIDAY MAIN HALL 1:

(2100) MAIN HALL 2:

(1200) MAIN HALL 3

(500) MAIN HALL 4

(300) MAIN HALL 5

(100)

8:30 – 9:00 Prize

presentations

9:00-9:45

Symposium 3

Sponsored session



session


11:00-11:45

Symposium 3

Sponsored session



session

12:30-13:30 LUNCH


15:00-15:45

Symposium 4

Sponsored session



session


17:00-17:45

Symposium 4

Sponsored session



session

SATURDAY MAIN HALL 1:

(2100) MAIN HALL 2:

(1200) MAIN HALL 3

(500) MAIN HALL 4

(300) MAIN HALL 5

(100)

8:30 – 9:00

9:00-9:45


subjects. 9:45-10:30


11:00-11:45


subjects. 11:45-12:30

12:30-13:30 LUNCH


15:00-15:45


subjects. 15:45-16:30



CONGRESS VENUE: BRUSSELS CONGRESS CENTRE

Provisional

information

Level 0 Main Hall 2 (Gold Hall) Main Hall 3 (Copper Hall) Main Hall 4 (Silver Hall) – sponsored lecture hall

Level -1 – Copper foyer Research posters

Main Hall 1 Henry Le Boeuf Hall (separate from

congress centre)

Level -2 –Grand Hall 1 and 2 Exhibition area and posters



PRE-CONGRESS COURSES

1. The general principles guiding pre-congress courses:

Such courses will normally be arranged for the Wednesday prior to the main programme; they are considered an integral component of the congress and must be approved by the ESE. Support from appropriate commercial sponsors may be explored. Fees from pre-congress courses will be included in the congress budget to ensure transparency and to allow audit. Fees will be set that are similar to those of previous pre-congress courses. Companies and individuals involved with pre-congress courses must be approved by the ESE. Attendees must be registered for the main congress.

The pre-congress courses could include hands-on courses, workshops on research methodology and/or critical appraisal of literature, clinical demonstrations or lecture programmes.

Courses organised in the vicinity of the main congress without authority from the ESE will not be allowed to run. Action will be pursued against individuals and companies attempting to run unauthorised pre-congress courses.

2. Pre-congress courses can be initiated by the ESE or by approved third parties, e.g. ESE full member societies, commercial companies, publishers etc.

3. Diamond and Platinum sponsors will have priority should accommodation be limited.

4. The costs associated with all necessary equipment shall be borne by the course organisers (approved third parties). Thus, the ESE will book the rooms required for pre-congress courses but the cost of hiring the room will be paid by the organising company. In addition, all facilities, including electrical supply, will remain the responsibility of the course organisers. Thus, provision of tables, chairs, data projectors, equipment etc. and food/refreshments will be the sole responsibility of the course organisers (approved third parties). If the course requires set-up on the day before the course or removal of equipment on the day after the course the company is responsible for the extra cost involved in hiring the room for the extra day(s)

5. The ESE shall appoint an individual to act as a link between the course organisers and the ESE and conference venue. Where possible contact details of the manager of the conference venue and/or technicians will be supplied to course organisers (third parties).

6. The fees generated by the pre-congress courses will be managed by the ESE and be included in the congress budget and final financial statement.

7. A formal agreement must be agreed should course organisers wish to receive all or part of the course fee in order to off-set costs. The agreement must be approved and signed by the ESE well in advance.



SPONSOR PACKAGES General Information

All items are subject to availability and will be allocated on a first come first serve basis.

Application Procedure

The application procedure for all sponsoring packages:

Start: 11th March, 2016 at 00:00 (CET)

Early bird: 31st May, 2016 at 00:00 (CET).

Application End date: 1st August 2017 at 00:00 (CET).

Early bird applications: The sponsor session lecture slots and the exhibition booths will be allocated in order of the procedure outlined below.

Applications within the same sponsoring level will be ranked in the order of receipt;

Higher sponsoring levels have priority in sponsor session lecture slots and exhibition booth selection against all other lower level sponsors - following confirmation of contracts.

Regular applications (Applications received after the early bird date and before the application end date): These applications will be handled on the basis of exhibition floor space availability.

It is important that the ESE receives applications as soon as possible in order to include company logos on all promotional items aimed at delegates.

Diamond or Platinum sponsorship should apply early! There will only be ONE Diamond sponsorship available - but there may be multiple Platinum and other sponsor levels.



DIAMOND Total 100 000 EUROS

BENEFITS

Marketing Unlimited use of the name 'ESE Brussels 2017' for your company's advertising campaigns.

Hospitality Room 1 room of approx. 70 sqm located in the venue. (One time seating set-up is included)

Sponsor Sessions 3 time slots of 45 min each with speaker(s) of your choice in the sponsored lecture sessions. The Diamond sponsor will have first choice of time slots during the sponsored sessions. The speaker(s) will have free registration and a gala dinner ticket but the Sponsors are responsible for all other costs associated with the sponsored speaker(s), i.e. honorarium, travel and accommodation; these are NOT the responsibility of the ESE. Please note sponsored speakers are NOT keynote speakers for the ESE congress.

ESE Biennial Congress website

Your company's logo on the ESE Biennial Congress webpage with a direct link to your company's webpage once the first instalment of the payment has been received.

Promotion Material Your company's name and logo will be published in all promotional material once the first instalment of the payment has been received.

Scientific Journals The logo and name of your company will be included in advertisements in conjunction with ESE Brussels 2017, which will be announced in the International Endodontic Journal and other Wiley publications when possible

Signage At the entrance of the venue, a large banner will list the name and logo of the Diamond sponsor.

Break Slide During the conference, between the sessions the names and logos of the Diamond sponsors will be projected on the break slides in the conference rooms.

Advertisements Two full-page advertisements in the Final Programme.

Lanyard & badge box – Lanyard printed with your company’s logo to attach the badge to. Towards the end of the conference, badge boxes, branded with the company’s logo to collect badges and lanyards for re-use or recycling will be positioned at strategic points with high delegate flow (lanyards and badge boxes with logo must be provided by the company).

Company Description

Company description of max. 250 words in the final programme.

Promotional E-Mailing

Option to send a one-time promotional email of the sponsor's activities through the ESE email database before the conference.

Conference Bag Insert

A brochure of your company and/or products will be included in the delegate conference bag (max. 12 pages, max. format A4). Larger sizes may be included but a fee will be charged - please contact the ESE for costs.

Exhibition stand 49 sqm (7 x 7 m)

Conference Registrations

26 complimentary conference registrations which allows access to the scientific sessions

Lunch for Staff 26 complimentary tickets for lunch each day in a separate area

Social Events 10 complimentary tickets for the Gala Dinner. Company's logo on tickets



PLATINUM Total 68 000 EUROS

BENEFITS


Hospitality Room

1 room of approx. 50 sqm located in the venue. First to commit will have the first choice of location. (One time seating set-up is included)

Sponsor Sessions

2 time slots of 45 min with speaker(s) of your choice in the sponsored lecture sessions. The first Platinum sponsor to commit will have first choice of time slots after the Diamond sponsor. The speaker(s) will have free registration and a gala dinner ticket but the Sponsors are responsible for all other costs associated with the sponsored speaker(s), i.e. honorarium, travel and accommodation; these are NOT the responsibility of the ESE. Please note sponsored speakers are NOT keynote speakers for the ESE congress.



Promotion Material

Your company's name and logo will be published in all promotional material once the first instalment of the payment has been received.

Scientific Journals

The logo and name of your company will be included in advertisements in conjunction with ESE Brussels 2017, which will be announced in the International Endodontic Journal and other Wiley Blackwell publications when possible

Signage At the entrance of the venue, a large banner will list all names and logos of the Platinum sponsors.

Break Slide

Advertisements Full-page advertisement in the Final Programme.

Company Description

Company description of max. 150 words in the final program.



A brochure of your company and/or products will be included in the delegate conference bag (max. 8 pages, max. format A4). ). Larger sizes may be included but a fee will be charged – please contact the ESE for costs.




Lunch for Staff 20 complimentary tickets for lunch each day in a separate area.

Social Events 8 complimentary tickets for the Gala Dinner



GOLD Total 40 000 EUROS

BENEFITS


Hospitality Room

The possibility to hire a room during the congress (subject to availability). ALL cost associated with the room hire etc. must be covered by the company and paid prior to the congress.

Sponsor Sessions

1 time slot of 45 min with speaker(s) of your choice during the sponsored lecture sessions. The first Gold sponsor to commit will have first choice of time slot after Platinum and Diamond sponsors during the sponsored sessions. The speaker(s) will have free registration and a gala dinner ticket but the Sponsors are responsible for all other costs associated with the sponsored speaker(s), i.e. honorarium, travel and accommodation; these are NOT the responsibility of the ESE. Please note sponsored speakers are NOT keynote speakers for the ESE congress.



Promotion Material


Scientific Journals

Signage

Break Slide

Advertisements Half-page advertisement in the Final Programme

Company Description

Company description of max. 100 words in the final program.








Social Events 6 complimentary tickets for the Gala Dinner



SILVER Total 25 000 EUROS

BENEFITS


Hospitality Room

The possibility to hire a room during the congress (subject to availability). ALL cost associated with the room hire etc. must be covered by the company and paid prior to the congress.

Sponsor Sessions

The possibility to purchase lecture slots for sponsored lecture sessions if available. The speaker(s) will have free registration and a gala dinner ticket but the Sponsors are responsible for all other costs associated with the sponsored speaker(s), i.e. honorarium, travel and accommodation; these are NOT the responsibility of the ESE. Please note sponsored speakers are NOT keynote speakers for the ESE congress.



Promotion Material


Scientific Journals

Signage

Break Slide


Company Description

Company logo in the final program.








Social Events 4 complimentary tickets for the Gala Dinner.



BRONZE Total 14 000 EUROS

BENEFITS


Hospitality Room

Sponsor Sessions

The possibility to purchase lecture slots for sponsored lecture sessions if available. The speaker(s) will have free registration and a gala dinner ticket but the Sponsors are responsible for all other costs associated with the sponsored speaker(s), i.e. honorarium, travel and accommodation; these are NOT the responsibility of the ESE. Please note sponsored speakers are NOT keynote speakers for the ESE congress.



Promotion Material

Your company's name and logo will be published in all promotional material once the the first instalment of the payment has been received.

Scientific Journals

Signage

Break Slide


Company Description

Company logo in the final program.



A brochure of your company and/or products will be included in the delegate conference bag (max. 2 pages, max. format A4).




Lunch for Staff 6 complimentary ticket for lunch each day in a separate area.

Social Events 2 complimentary tickets for the Gala Dinner.



SPONSOR LECTURE SESSIONS Diamond, Platinum and Gold sponsors have an allocation of lecture slots. However, lecture slots can be purchased by silver and bronze sponsors, if any are available. Each slot is 45 minutes long. Each lecture slot will be charged at 2000 Euros (no reduction for more than 1 lecture) and will include registration and gala dinner ticket for one speaker. All other costs relating to the speaker must be borne by the sponsor. The sponsored speaker is not regarded as an invited / keynote speaker by the ESE - and is not entitled to the benefits that are available to those speakers who are invited by the ESE.

SPONSORING ITEMS - PURCHASED SEPARATELY Each of the items below will be available to one sponsor only. All items are subject to availability and will be allocated on a first come, first served basis. The ESE will be pleased to discuss alternative sponsor opportunities.

Conference bags- Distributed to all delegates. Your company’s name and logo will be printed on the bag. Cost: 12000 Euros

Conference notepad & pen – Distributed to all delegates. Your company’s name and logo will be printed on the notepad and on the pen. Cost: 5000 Euros

Bookmark – Attached to the final program, which will be distributed to all delegates. Your company's name and logo will be printed on the bookmark. Cost: 2500 Euros

App for smartphone - Delegates can use their own smartphone to view the conference program, network with other delegates, search exhibitors, find practical information and more on the smartphone web application. Your company's brand exposure is integrated in the web application process. Cost: 4000 Euros

WiFi – provide WiFi connection in the congress centre for participants to use during the congress the name of the sponsor internet name Cost: 10000 Euros

Coffee breaks - There are several opportunities during the entire conference to support the very popular coffee breaks scheduled between the scientific sessions. Cost: 10000 Euros per break

Water dispensers - A minimum of 10 water dispensers will be placed at strategic points throughout the exhibition area and the congress centre. The company's logo will be displayed on the water dispensers. Companies can choose the day on a first come first serve basis or elect to purchase the water dispensers throughout the congress. Cost: 500 Euros each

Welcome Reception - The sponsors’ name and logo on the tickets for the Welcome Reception on Wednesday 13th September 2017, which will be held in the exhibition area. Mention of the sponsorship in the final program on the page dealing with social activities. Cost: 10,000 Euros

ESE Reception - The sponsors’ name and logo on the tickets for the ESE Reception on Thursday 14th September 2017. Mention of the sponsorship in the final program on the page dealing with social activities. Cost: 20,000 Euros



APPLICATION FORM FOR SPONSORS GENERAL INFORMATION

Applications must be made using the WORD-based application form (see http://www.e-s-e.eu/ese-biennial-congress/index.html) and will constitute a formal expression of intent.

You will receive the sponsorship contract after your application form has been submitted to the ESE. This agreement will remain in full force and effect in case of merger or acquisition of the contracting company.

Companies are not permitted to organize events in Brussels during the period extending from 2 days before the official start of the conference (Monday 11th September 2017) until and including the last day of the conference (Saturday 16th September 2017). Unofficial sponsor sessions and other external meetings are not permitted from 1 hour before the first session starts until and including the end of the last session.

Companies MUST NOT commence disassembling their exhibitions until 15:00 on 16th September, 2017.

Sponsored lecture sessions

Sponsors are responsible for all costs associated with the sponsored speaker(s), i.e. honorarium, travel and accomodation are NOT the responsibility of the ESE.

Additional company conference registrations can be purchased by Sponsors:

Full registration: access to the Exhibition Hall, lunches, coffee-breaks, Welcome Reception, Thursday reception and scientific sessions. Pre-Registration - €550, On-site Registration - €650.

Company registration: access to the Exhibition Hall, lunches, coffee-breaks, Welcome Reception and scientific sessions (no access to Thursday evening reception). Pre-Registration - €480, On-site Registration - €650.

Exhibition only Registrations: access to the Exhibition Hall, lunches, coffee-breaks, Welcome Reception (no access to scientific sessions or Thursday evening reception). Pre-Registration - €250, On-site Registration - €350.

Payment conditions: It will be possible to transfer payment to the ESE in 3 instalments. All payments must be made in EUROS.

20% of the total sponsorship fee will be invoiced upon receipt of the completed / signed contract and will be due for payment upon receipt of the invoice to guarantee the reservation;

40% by 1st February 2017;

40% by 30th April 2017.

Cancellation conditions Cancellations and changes to your original booking must be made in writing to the ESE Administrator, Ms Susan Bryant. Email address: [email protected]

Cancellation fees 60% of the total sponsorship fee if booking cancelled before 30th April 2017. After that date, 100% of the total sponsorship fee will be retained.




Complete the following information

Company Name (for invoice):

Company Name (on website for final programme):

Address:

City, Postal/Zip Code

Country*

VAT Reg. No:

Contact Person:

Title: Mr. / Ms •

Given Name:

Family Name:

Work Phone: Mobile:

E-Mail: Fax:

Date Signature and Company Stamp Please read the Terms & Conditions for Sponsors and Exhibitors before completing this form. By signing this Application Form, we accept the Participation Terms & Conditions and the Payment & Cancellation Conditions. Scan the completed form and return to: [email protected]




We hereby apply for the following SPONSORSHIP PACKAGE:

Package Cost Yes/No

(delete as

appropriate)

I would like to run

a Pre-Congress

course (delete as

appropriate)

I would like to

purchase a sponsor

lecture session (delete

as appropriate)

DIAMOND 100000 Euros Yes/No Yes/No Yes/No (3 included)

PLATINUM 68000 Euros Yes/No Yes/No Yes/No (2 included)

GOLD 40000 Euros Yes/No Yes/No Yes/No (1 included)

SILVER 25000 Euros Yes/No Yes/No Yes/No

BRONZE 14000 Euros Yes/No Yes/No Yes/No

I am interested in sponsoring an item on the “purchased separately list” Yes / No

If yes, please indicate which item you are interested in:

Conference bags

Conference notepad & pen Bookmark WiFi Coffee breaks

Water dispensers

App for smartphone

Welcome Reception

ESE Reception



APPLICATION FOR EXHIBITORS

The application process will begin on 1st July 2016.

Applications MUST be made online at:

http://www.e-s-e.eu/ese-biennial-congress/brussels2017/exhibition/index.html

Early bird price until 31st May 2017 for exhibition space: 3 x 2 metre stand@3500 Euros

Regular price from 1st June 2017 onwards for exhibition space: 3 x 2 metre stand@4000 Euros

Space includes: 1 round table, 2 chairs and electrical supply (connection and monofasic fuse box included). Electrical consumption and shell system are NOT included. Additional services are available on request at: [email protected]

Please note: Companies MUST NOT commence disassembling their exhibitions until 15:00 on 16th September, 2017.

Exhibitor benefits

• Company name in the ESE Brussels 2017 trade exhibition section of the congress web site:

http://www.e-s-e.eu/ese-biennial-congress/brussels2017/index.html

• Company name will be published in the ESE Brussels 2017 trade exhibition section in the conference programme.

General information: Exhibitors will receive 2 free registrations per 2x3sqm booth. These badges provide access to the Exhibition Hall, lunches, coffee-breaks, Welcome Reception and scientific sessions. Access to Thursday evening reception is 70 Euros extra

Additional EXHIBITION ONLY badges can be purchased by Exhibitors: Pre-Registration - €250, On-site Registration - €350 (NO access to the scientific sessions or Thursday reception).

Payment conditions: All payments must be made in EUROS. 50% of the total exhibition fee will be invoiced upon receipt of the completed exhibition application form and is due for payment upon receipt of the invoice to guarantee the reservation. Final payment by 1st June 2017.

Cancellation Conditions: Cancellations and changes to your original booking must be made in writing to: Ms Susan Bryant: [email protected]

Cancellation Fees: 50% of total exhibition fee if booking cancelled before 1st June 2017. 100% of total exhibition fee will be retained thereafter.

Exhibition stands must be completed, ready and manned by 15:00 on 13th September, 2017 in time for the Welcome Reception.


http://www.e-s-e.eu/ese-biennial-congress/brussels2017/exhibition/index.html

http://www.e-s-e.eu/ese-biennial-congress/brussels2017/index.html

TERMS AND CONDITIONS FOR SPONSORS & EXHIBITORS 1. Application for Sponsors and Exhibitors

In order to be considered as a Sponsor and/or for the Exhibition, an application form must be completed and signed by a legally competent individual, and delivered to the ESE before the deadline. However, mailing or delivering the Application Form to the ESE does not constitute a formal agreement that the Sponsor/Exhibitor will be accepted. Contractual Conditions are constituted only after the ESE has sent written confirmation of acceptance to the Sponsor/ Exhibitor. In case of acceptance, Sponsors/Exhibitors will be bound by the Terms and Conditions for Sponsors & Exhibitors.

The ESE reserves the right to refuse any application to sponsor/exhibit without giving cause. Exhibition space is allotted according to the terms and conditions as listed in the Information for Sponsors & Exhibitors. Any company that disobeys the directives of the ESE may be excluded from the exhibition by the ESE. Such companies are liable for the whole payment, and for all incidental expenses including any value added tax. All oral agreements, special permissions and special arrangements are valid only upon receipt of written confirmation.

Sponsors should note that they are responsible for all costs associated with their sponsored speaker(s) and that any honorarium, travel and accomodation etc are NOT the responsibility of the ESE. 2. Obligations and Rights of the Exhibitor

Exhibition booths may only be used for exhibiting and advertising the Exhibitor's own products, materials or services as described in the application form. Advertising materials may be distributed only within the confines of the booth. Any promotion outside the respective exhibition space is forbidden (such as distributing flyers etc.). The partial or complete subleasing or otherwise relinquishing of a booth to a third party, as well as private agreements for switching booths or floor space between two exhibitors is prohibited. The ESE reserves the right to enter any booth at any time. Booths need to be occupied during exhibition hours. The exhibition halls are to be used only during regular opening hours. It is strictly forbidden for companies, which are not exhibitors, to advertise in any way in the exhibition hall or in the entrances to the exhibition hall. 3. Obligations and Rights of the ESE

The ESE reserves the right to revise the time and location of the exhibition or to shorten the duration of the exhibition. Any change regarding the time and duration of the exhibition does not entitle the sponsor/exhibitor to cancel the contract nor to request a fee reduction or to put forward a claim for damages incurred by these changes. 4. Liability Insurance

The Organiser provides third party insurance at the Congress site. Equipment and all related display materials installed by Exhibitors are not insured by the ESE or Congress Centre and they will under no circumstances be liable for any loss, damage or destruction caused to equipment, goods or property belonging to exhibitors. The Exhibitor agrees to be responsible for their property and personnel, and for the property and personnel and for any third party who may visit his space to be covered by full and comprehensive insurance, The ESE will not be liable for any injuries to the personnel of sponsors/exhibitors attending the meeting.

5. Set-up of exhibition booths

To ensure the smooth running of the congress, Sponsors/Exhibitors must obey all directives and instructions of the ESE and congress venue staff regarding the use of booths, their decoration, the


use of self-designed and self-constructed booths, and the fitting and furnishings of the booths. Before setting up their booths I displays / installations, Exhibitors must first contact the ESE and reconfirm placement of the booth as well as inform themselves of any special regulations relating to their booth. Standard side and back walls of booths are to be 2.4 metres high. For any variation from this norm, specific permission must be obtained in advance from the ESE. Written permission also needs to be obtained for any changes in the size or structure of the floor space, or for any changes to any additional rented objects/facilities.

Booths must be set up and completed during the timeframe designated. An Exhibitor or advertising company contracted by the Exhibitor who wishes to set up a booth or exhibit of their own design and construction must first submit sketches and plans with a statement of colour schemes of such a booth or exhibit to the ESE. The ESE reserves the right to demand changes in such booths or exhibits should safety regulations, technical requirements, or the responsibility of preserving or obtaining the best possible overall image for the exhibition, as judged by the ESE and congress venue, so require. The side and back walls of all stands should be finished on the outside as well as the inside. Exhibitors must avoid obstructing the view of or access to neighbouring booths. Special care must be taken to avoid the use of lights or spotlights that may annoy visitors or neighbouring booths. Should an Exhibitor not follow the directives of the ESE or not carry out such directives within a reasonable time, the ESE reserves the right to take the necessary steps at the cost of the Exhibitor. The ESE reserves the right to close or obstruct unused entrances or exits to the exhibition rooms and the right to direct the Exhibitor to another space in the exhibition hall if necessary even if this directive conflicts with previous written agreements. The ESE also reserves the right to rent floor space of a booth not finished on time to another applicant. In such a case, the Exhibitor is responsible for all costs arising from the cancellation. 6. Maintenance of booths and exhibition area

Sponsors/Exhibitors are responsible for the proper care of the floors, walls, staircases and storage rooms as well as the hired booths and furnishings. Hired booths and furnishings must be returned in an acceptable condition and in an orderly way. To avoid scratches and furrows on floors as the result of sliding heavy packing cases, exhibitors are required to use protective coverings. Exhibitors and their shipping agents, on specific orders from the exhibitor, must take special care when transporting heavy packing cases and heavy loads. Exhibitors who wish to display extra heavy exhibits demanding special supports or foundations must request prior permission specifically in this matter from the ESE, It is not permitted to drive nails or hooks into the walls of the exhibition hall, to install electric wiring or to cut or drill holes in the walls of the rented booths. Empty containers and packing materials must be disposed of at the Exhibitor's expense before the start of the exhibition; cleaning the booth is the Exhibitor's responsibility.

No part of an exhibition booth may be suspended from the ceiling. No part of an exhibit or of the booth's structure may protrude beyond the allotted area on any side. No signboards may protrude beyond the booth's walls. Decorating materials and wallpaper used by the exhibitor must be fire-proof. Prior to use, written proof of this fact must be presented to the ESE. Police regulations, fire regulations and other official regulations must be observed at all times, including during the construction and dismantling of the exhibits. 7. Electrical installations/power consumption

Electrical installations within the booth are at the Exhibitor's expense; however, such installations may only be carried out by an electrician appointed by the congress venue. The ESE however is not responsible for any loss or damage, which may occur from interruptions or defects in the electric power supply.



8. Dismantling of booths

The Exhibitor must dismantle the booth within the allotted time and return hired furnishings on time. Upon leaving, the Exhibitor must clear the booth area and clean the floor. Stored materials, empty containers and packing materials must be disposed of. Items for which the Exhibitor has made no arrangements regarding removal and storage at his/her cost and which are left behind become the property of the ESE, and no reimbursement will be made for such items, The ESE can demand that Exhibitors restore the exhibition area to the original condition at the Exhibitor's expense. If the Exhibitor does not dismantle and clear away their exhibit in a timely manner, these items will be removed by the ESE at the Exhibitor's cost. The Exhibitor is liable for the actual cost incurred by the ESE for such removals of abandoned exhibits. Rented items, which were originally accepted as satisfactory for rental by the exhibitor, are to be returned undamaged and in a satisfactory condition. All rented items are considered to be in satisfactory condition unless a written notation signed by the ESE is made at the time of rental. Exhibitors must bear the costs of repairs to damaged exhibition areas and of repairs of or necessary cleaning of rented items. 9. Payments - breach of contract:

Please refer to the terms of payment, reduction and cancellation policy and corresponding deadlines as given in the Information to Sponsors & Exhibitors. The contract shall remain in full force and effect in case of merger or acquisition of the contracting company. The dimensions of floor space, booth measurements and rented items given are approximate. The ESE reserves the right to change these dimensions in order to most efficiently use the available exhibition area and to adjust the booths to the blueprints of the exhibition halls. Prices charged are however based on the actual dimensions; if more floor space is later allotted and actually used than was originally ordered, the additional fee for it is to be paid immediately. Special requests regarding placement of the booths will be considered. However, such requests do not constitute a condition of registration on the part of the Exhibitor. Furthermore, the ESE reserves the right to reduce the amount of floor space initially requested. Failure to comply with local authorities and international regulations may not be used as a ground to declare the contract void. Failure to comply with the Rules and Regulations will not expose the ESE to any suits or demands by the Exhibitor and/or any third party. Exhibitors must bear the cost of any special installations.

In case of delayed payment, ten per cent (10%) interest per annum is charged. If a company wishes to renounce all claims to taking part in an exhibition after having contracted to do so, the company is nevertheless liable for the rental sum and for incidental expenses. In case of cancellation of the exhibition, the ESE will return the part payments received less the sum equivalent to the costs that have arisen for the ESE up to the time of cancellation; the registration fee will not be returned. 10. Place of Legislation

In all cases of litigation it is agreed to by the Exhibitor that the competency of the duly authorised court is Oslo, Norway. Electively, the ESE may choose to appeal to the competent court in whose jurisdiction the exhibitor falls. Norwegian law is to be applied.


17th BIENNIAL CONGRESS - BRUSSELS 2017 BIENNIAL CONGRESS - BRUSSELS 2017 INFORMATION ... and our...

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