17th European Congress of Trauma & Emergency Surgery...17th European Congress of Trauma & Emergency...

17th European Congress ofTrauma & Emergency Surgery

Invitation to the Exhibition, Advertising and Sponsoring

April 24 – 26, 2016Vienna, Austria

Österreichische Gesellschaft für Unfallchirurgie

www.estesonline.orgOrganised by:

European Society for Trauma and Emergency SurgeryÖsterreichische Gesellschaft für Unfallchirurgie

Myths & Truths

17th European Congress of Trauma & Emergency Surgery


Dates to Remember

Start Abstract Submission

Early Registration Deadline for Exhibition Space

Cancellation Fee Deadline(Refund of 50% of total costs)

Early Bird Registration Deadline

Monday, August 31, 2015

Friday, November 13, 2015 (booked & paid)

Friday, January 22, 2016

Friday, February 19, 2016



Table of Contents

Invitation

Scientific Committees

Facts & Figures

Outline of the Scientific Programme

Preliminary Topics

Contacts & Addresses

Overview of Industry Support

1. Support Levels

2. Exhibition

2.1 Rates for Exhibition Floor Space

3. Advertisement

3.1 Final Programme

3.2 European Journal of Trauma and Emergency Surgery

4. Sponsorship Options – Educational

4.1 Satellite Symposia (during lunch break)

4.2 Workshops & Hands-on Workshops

4.3 Poster Area and Meeting Lounge

4.4 Congress App

5. Sponsorship Options – Delegate Support Services

5.1 Pads and Pens inserted in the Congress Bags (exclusive)

5.2 Congress Bag inserts

5.3 Lanyards with Company Logo (exclusive)

5.4 Message Board

5.5 Preview Center

5.6 Pocket Programme

5.7 Signposting

5.8 Coffee breaks

5.9 WIFI (exclusive)

5.10 Umbrellas (exclusive)

Payment Conditions

Terms & Conditions for Exhibitors/Sponsors

Notes

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Invitation

Dear Industrial Partners,

As a company active in the field of Trauma and Emergency Surgery, you are dedicated to improving

methods, products and treatments for the care and rehabilitation of injured patients. We at ESTES,

the European Society for Trauma and Emergency Surgery, share this mission with you. With 30 na-

tional member societies, representing almost 10.000 members, ECTES has considerable influence

on and input into the development and improvement of standards for trauma management and sur-

gery as well as general and emergency surgery in Europe. In addition, pre-hospital rescue, military

and disaster surgery, and surgical intensive care are focuses of the society.

The European Congress of Trauma and Emergency Surgery (ECTES) has previously been success-

fully organised in Graz (2007), Budapest (2008), Antalya (2009), Brussels (2010), Milano (2011), Ba-

sel (2012), Lyon (2013), Frankfurt (2014), and Amsterdam (2015). In April 2016, the 17th European

Congress of Trauma and Emergency Surgery will take place in Vienna, Austria.

From the 24th to the 26th of April, 2016, ECTES will host the congress at the Vienna Reed Messe

Congress Center. General surgeons, visceral surgeons, trauma and orthopaedic surgeons, anesthe-

siologists, emergency physicians and intensive care specialists from Europe and all over the world

have already expressed their strong interest in attending this event, for which as many as 1500

participants from 70 countries are expected.

We are confident that once again, the European Congress of Trauma and Emergency Surgery

(ECTES) will provide an extraordinary opportunity to present your company and showcase your

products, but especially to meet specialists who have great interest in exploring modern trends in

the field of trauma and emergency surgery across Europe and further afield.

Join our efforts to create a forum under the motto “Myths & Truths”. Contribute to the significance

and success of ECTES Vienna 2016 by participating as a sponsor and/or exhibitor.

We very much look forward to working with you during this international scientific meeting.

With kind regards,

Richard KdolskyECTES 2016 President

Hans-Christoph PapeESTES President 2015/2016

Pol M. RommensESTES General Secretary

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Scientifi c Committees

ECTES 2016

PresidentRichard Kdolsky (Vienna, Austria)

ESTES President 2015/2016 Hans-Christoph Pape (Aachen, Germany)

ESTES General SecretaryPol M. Rommens (Mainz, Germany)

ÖGU President 2015/2016Mehdi Mousavi (Vienna, Austria)

Local Organisers

Vilmos Vécsei, Honorary Congress President (Vienna, Austria)

Stephanie Arbes (Vienna, Austria)

Roman Ostermann (Vienna, Austria)

Harald Widhalm (Vienna, Austria)

Facts & Figures

Delegate Profile

Skeletal trauma surgeons, general surgeons, anesthesiologists, emergency physicians, visceral surgeons, orthopaedics and intensive-care specialists.Expected number of participants: 1500

Members of ESTES

(as of April 2015)

Individual MembershipMembers

Institutional MembershipSocietiesMembers of national societies

For detailed information about ESTES please refer to www.estesonline.org.

739

318477

Country Statistics

(Based on figures from ECTES 2015 in Amsterdam, The Netherlands)

Representation of continentsEurope 76,78 %Greater Middle East & India 5,19 %Asia 9,20 %North America 5,01 %Other 3,82 %

Listing of countries with highest participation (2015)The Netherlands, Germany, United Kingdom, Italy, Japan, United States, Portugal, Switzerland, Sweden, Spain, Romania, South Korea, Czech Republic, Austria

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Outline of the Scientifi c Programme

Saturday, April 23 Sunday, April 24

Coffee break

10:00

Scientifi c Sessions

08:30


10:30


14:00


16:00


10:30


14:00


16:00

ESTES General Assembly

12:00


10:30


14:00

Closing Ceremony

15:30

Offi cial Congress Evening

(at own expense)


08:30Scientifi c Sessions

08:30

Coffee break

10:00Coffee break

10:00

Lunch break /Satellite Symposia

12:00

Lunch break /Satellite Symposia

12:00Lunch break /Satellite Symposia

12:00

Monday, April 25 Tuesday, April 26

08:30

09:00

09:30

10:00

10:30

11:00

11:30

12:00

12:30

13:00

13:30

14:00

14:30

15:00

15:30

16:00

16:30

17:00

17:30

18:00

18:30

19:00

19:30

20:00

20:30

Coffee break

15:30Coffee break

15:30

Start Registration

16:00

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Preliminary Topics

Mangled extremity• Military• Disaster• Polytrauma• Isolated Amputation• Limb saving• Rehabilitation

Bleeding• Clotting agents• Damage control surgery • Non-operative treatment

Polytrauma & Emergencies• Pelvic fractures• Damage control surgery• Non-operative management• Interface between emergency and trauma• Hot clinical issues: TBI, VTE, blunt carotid

vertebral injury• Pediatric traumatic injuries• Level I evidence• Emergency surgery in the obese

Joint replacement in fracture care• Proximal humerus• Complex elbow

Innovations / advanced technologies• Hybrid trauma management• Surgery techniques in austere

environments• Military surgery is the cradle of trauma

care

Emergency service / prehospital / inhospital• Organisation• Maritime disasters• Mules and bodypackers

Sports injuries• ACL• Meniscal repair• Cartilage• Shoulder instabilities

Orthogeriatric co-management• Coagulation• Pre-existing diseases• Operative concepts• Fragility fractures: ankle

Abdomen• Hepato-pancreatico-biliary surgery • Complicated cholecystitis• Oncological emergencies• Malignant colonic obstruction• Pseudomyxoma peritonei

Complications• Endoscopic injuries• Care of septic patient • Treatment concepts

Politics and society• Cross border rescue• Cooperation between countries • Financial crisis• Refugee crisis• UEMS

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Contacts & Addresses

Congress Venue

Professional Congress Organiser, Scientific Secretariat, Sponsoring & Exhibition, Accommodation

Mondial Congress & Events has been appointed as the official congress management com-pany responsible for overall organisation, congress registration, hotel booking, abstract handling, exhibition management and advertisements in congress publications.

For further details on the options available, please do not hesitate to contact us at any time.

Reed Messe Wien GmbH Congress Center Messeplatz 1Postfach 277 1021 Vienna, Austria

Mondial Congress & EventsOperngasse 20b1040 Vienna, AustriaP +43 1 58804-0F + 43 1 58804-185E [email protected]

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Overview of Industry Support

1. Support Levels

Platin Sponsor 50.000,- EUR Gold Sponsor(s) 39.000,- EUR Silver Sponsor(s) 28.000,- EUR Bronze Sponsor(s) 18.000,- EUR

Support Level = Total Sponsorship Contribution(Sponsorship + Advertising Options + Exhibition Space)

3. Advertising

3.1 Final Programme

1 page inside: full color EUR 3.000,-Bookmark EUR 4.500,-

3.2 European Journal of Trauma and Emergency Surgery 1 page inside (black/white) EUR 1.900,- 1 page inside (2 colors) EUR 2.490,- 1 page inside (full color) EUR 2.940,-

2. Exhibition


Early registration For applications received and paid by Mondial Congress & Events by November 13, 2015: EUR 480,- exhibition space net/sqm

Late registration For applications received by Mondial Congress & Events after November 13, 2015:EUR 530,- exhibition space net/sqm

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4. Sponsorship Options – Educational

4.1 Satellite Symposia during lunch break, 60 minutes EUR 10.000,-

4.2 Workshops & Hands-on workshop, 60 minutes EUR 6.000,-

4.3 Poster Area and Meeting Lounge EUR 8.000,-

4.4 Congress App EUR 8.500,-


5.1 Pads and Pens inserted in the Congress Bags EUR 3.500,-

(excl. costs for production and delivery)

5.2 Congress Bag inserts EUR 1.500,-

5.3 Lanyards with Company Logo EUR 2.000,-

(excl. costs for production and delivery)

5.4 Message Board EUR 2.000,-

5.5 Preview Center EUR 7.500,-

5.6 Pocket Program me EUR 5.000,-

5.7 Signposting

5.7.1 Fixed display/screen of the Congress Center EUR 5.000,-

5.7.2 Company display/board EUR 5.000,-

5.7.3 Flower decoration EUR 7.500,-

5.7.4 Floor advertisement EUR 5.000,-

5.8 Coffee breaks

5.8.1 Coffee break (morning or afternoon) EUR 2.500,- each

5.8.2 Coffee break package (all day) EUR 4.500,-

5.9 WIFI EUR 15.000,-

5.10 Umbrellas EUR 8.500,-

(excl. costs for printing the company logo)

To ensure that the sponsorship package meets all specific marketing needs, sponsors are invited to create individual packages. Any additional ideas for promoting products and services are welcome for consideration. As the organisation is still in progress, the organisers will of course inform you and all potential industry participants as and when new sponsorship opportunities become available.

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1. Support LevelsSupport Level = Total Sponsorship Contribution

(Sponsorship + Advertising Options + Exhibition Space)

Sponsors will receive acknowledgement, benefits and entitlements according to their level of sponsorship contribution.

Platin Sponsor (EUR 50.000.-)

As the Platin Supporter of the congress, your company will enjoy the highest level of expo-sure offered. We view Platin Sponsors as our partners in the successful execution of the congress and will constantly work alongside you to provide opportunities to promote your company.

This is a unique marketing opportunity and we are confident your involvement in this pres-tigious global forum will provide your company with exceptional business rewards.

As a Platin Sponsor of the congress, your company will receive considerable exposure and recognition through the following benefits:

• 45 sqm exhibition space located in the center of the industrial exhibition• 15 complimentary registrations• 1 satellite symposium slot• 1 advertisement in the final programme book• Bag insert and/or brochure of your company (max. 2 sheets / 4 pages, max. format A4)• Display of logo on the website, on the sponsor banner at the entrance area during the

congress and on break-slides in each session room• Preferential treatment for symposium room and booth space allocation• Permission to use the congress logo on materials related to the congress, prior and

during the congress (prior approval by ECTES required) • Service facilities with office services (fax, copy machine) will be available • One-time promotional E-Mail campaign of the sponsor’s activities at ECTES 2016

through the ECTES email database before the congress • 20% discount on booking of all additional sponsorship items exceeding the platin

sponsor package

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Gold Sponsors (EUR 39.000,–)

As one of the Gold Supporters of the congress, your company will enjoy a high level of ex-posure offered. We view Gold Sponsors as our partners in the successful execution of the congress and will constantly work alongside you to provide opportunities to promote your company.

As a Gold Sponsor of the congress, your company will receive considerable exposure and recognition through the following benefits:

• 36 sqm exhibition space• 12 complimentary registrations• 1 satellite symposium slot• 1 advertisement in the final programme book• 1 bag insert• Display of logo on the website, on the sponsor banner at the entrance area during the

congress and on break-slides in each session room• Preferential treatment for symposium room and booth space allocation• Permission to use the congress logo on materials related to the congress, prior and

during the congress (prior approval by ECTES required) • 15% discount on booking of all additional sponsorship items exceeding the gold

sponsor package

Silver Sponsors (EUR 28.000,–)

As one of the Silver Supporters of the congress, your company will receive an excellent level of exposure through a range of mediums. You will be able to ensure your presence stands out and increase your exposure through the following entitlements:

• 18 sqm exhibition space• 10 complimentary registrations• 1 satellite symposium slot• 1 advertisement in the final programme book• 1 bag insert• Display of logo on the website, on the sponsor banner at the entrance area during the

congress and on break-slides in each session room • Preferential treatment for symposium room and booth space allocation• Permission to use the congress logo on materials related to the congress, prior and dur-

ing the congress (prior approval by ECTES required)• 10% discount on booking of all additional sponsorship item exceeding the silver spon-

sor package

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Bronze Sponsors (EUR 18.000,–)

As one of the Bronze Supporters you will benefit from:

• 9 sqm exhibition space• 5 complimentary registrations• 1 workshop slot• 1 advertisement in the final programme book• 1 bag insert• Display of logo on the website, on the sponsor banner at the entrance area during the

congress and on break-slides in each session room • Preferential treatment for symposium room and booth space allocation• Permission to use the congress logo on materials related to the congress, prior and

during the congress (prior approval by ECTES required)• 5% discount on booking of all additional sponsorship item exceeding the bronze

sponsor package

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2. ExhibitionThe exhibition is an integral part of the ECTES congress, providing its attendees with the opportunity to update themselves on the latest technical developments in Trauma Surgery and Emergency Surgery.

The commercial exhibition is the ideal place to increase your visibility in the market, to present your latest innovations and approved technologies and products, and to meet face-to-face with a large number of key decision-makers in the field and potential clients for your products and services.

The exhibition will be located in close vicinity to the lecture halls and will be combined with the catering areas, poster exhibition and internet point to guarantee a constant flow of visitors to your exhibition booth.


Early registration:

EUR 480,- exhibition space net/sqm (for exhibitor service, general waste collection, corridor cleaning, catering during the official programme)

For applications received and paid by Mondial Congress & Events until Friday, November 13, 2015; min. size 6 sqm

Late registration:

EUR 530,- exhibition space net/sqm (for exhibitor service, general waste collection, corridor cleaning, catering during the official programme)

For applications received by Mondial Congress & Events after Friday, November 13, 2015; min. size 6 sqm

Please note that this rate includes floor space only and does not include wall separations or additional services such as stand cleaning, furniture or electricity. These have to be ordered separately, at additional cost.

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General Information

We cordially invite you to participate at the exhibition of the ECTES 2016 congress in Vienna. The exhibition is an important supplement to the scientific programme and will take place close to the session rooms. Furthermore all coffee breaks will take place in the exhibition, which guarantees best possibilities for networking with the participants.

Booth Allocation

Booths will be assigned according to the level of sponsorship, booth size, and date of application and payment.

Payment and Cancellation Conditions

Please refer to the “Terms & Conditions for Exhibitors/Sponsors” form.The whole amount is due upon receipt of the final invoice, at the latest three months prior to the congress.Cancellation fee: 50% of total space costs will be forfeit if rental is cancelled by January 22, 2016, 100% thereafter.

3. Advertising

3.1 Final Programme

• Content: detailed programme• Number of copies: approx. 1,700• Distribution: The final programme will be handed over to each participant and will

be distributed to the committees. Furthermore, it will be distributed electronically to ESTES members and interested medical professionals and will be posted on the congress website.

• Format: DIN A5 high (tbc)• Date of publication: approx. April 2016

1 page inside: full color EUR 3.000,-Bookmark EUR 4.500,-

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3.2 European Journal of Trauma and Emergency Surgery

1 page inside (black/white) EUR 1.900,- 1 page inside (2 colors) EUR 2.490,-1 page inside (full color) EUR 2.940,-

4. Sponsorship Options – EducationalPlease note:It is understood that the sponsor may not schedule events or tours which collide with the official congress activities.

4.1 Satellite Symposia (during lunch break)

Contribution: EUR 10.000,-

Satellite symposia should be designed to attract the widest possible audience, including students, researchers and clinicians. The organising committee especially encourages satellite symposia which highlight the most recent advances in the field of trauma and emergency surgery and explore their implications for clinical practice.To avoid dilution in audience numbers, the maximum number of parallel lunch time satellite symposia has been set at 4 (four).

Satellite Symposium Core Package

Cost of Satellite Symposium includes: • the basic equipment of the lecture room: room rental for the time slot of 60 minutes,

table and chairs for two chair persons, 1 table microphone, 1 lectern for the speakers with a fixed microphone, 1 screen, 1 data projector, chairs arranged in theatre-style, 1 host(ess) available in the lecture room during the session

• 1 congress bag insert to announce the symposium• 1 free registration

Please note:All expenses for travel and congress registration of speakers and chair persons participating in the satellite symposia are at the sole expense of the sponsor.

Any additional requirements, e.g. translation, extra audio-visual equipment, extra furniture, extra decoration, extra assistance, changes in set-up of the room exclusively for the satellite

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symposia, catering, etc. need to be organised in advance directly via Mondial Congress & Events and are at the sole expense of the sponsor.Set-up and management are at the company’s full discretion.

The Scientifi c Programme

The session title and company name will be announced in all future congress announcements as well as in the final programme.

A “complete programme” has to include the following:• Title of session• Names of chair persons• Titles of each presentation (incl. duration, topic, number and names of speakers)

As in the rest of the scientific programme, speakers and chair persons cannot participate in two parallel sessions within the same time slot. If this is the case with satellite symposia programmes, both the companies and the speakers involved will be informed.

The format of the symposium may be organised by the sponsor but needs to get final approval by the scientific programme committee. The scientifi c programme of the satellite symposium has to be submitted to the scientifi c programme committee for approval in writing by Friday, January 15, 2016.

Promotion & Session Attendance

Promotion or advertising prior to the satellite symposium is limited to the designated areas in the building and to the sponsor’s booth. Handing out of programmes and brochures at the entrance to the satellite symposium room is permitted only 30 minutes before the beginning of the session. Posters, sandwich boards, flyers or other means of guiding participants to the symposium are not permitted.

All persons attending the satellite symposium need to be registered as full participants. Participants not in possession of a badge will not be allowed to enter the symposium room. This should be emphasized on the invitations sent to potential attendees by satellite symposia organisers.

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4.2 Workshops & Hands-on Workshops


Workshops & Hands-on Workshops

Registered exhibiting companies are invited to schedule Workshops or Hands-on Workshops within the framework of the official scientific programme of the congress during specific 60 - minute time slots. Please indicate the principal topic of the session, and the organising committee will endeavour to allocate sessions with different topics to the parallel slots.The purpose of these sessions is to address current practice and usage of medical devices and equipment. Workshops will be held within the congress center in assigned lecture rooms for a limited number of delegates.

Workshop Core Package

Cost of Workshop includes: • the basic equipment of the lecture room: room rental for the time slot of 60 minutes,

table and chairs for two chair persons, 1 table microphone, 1 lectern for the speakers with a fixed microphone, 1 screen, 1 data projector, chairs arranged in theatre-style, 1host(ess) available in the lecture room during the session

• one congress bag insert to announce the workshop • one free registration

Please note:All expenses for travel and congress registration of speakers and chair persons participating in the satellite symposia are at the sole expense of the sponsor.

Any additional requirements, e.g. translation, extra audio-visual equipment, extra furniture, extra decoration, extra assistance, changes in set-up of the room, catering, etc. need to be organised in advance directly via Mondial Congress & Events and are at the sole expense of the sponsor. The sponsor will receive further information from Mondial Congress & Events.Set-up and management are at the company’s full discretion.

The Scientifi c Programme

A “complete programme” has to include the following:• Title of session• Names of chair persons• Titles of each presentation (incl. duration, topic, number and names of speakers)

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As in the rest of the scientific programme, speakers and chair persons cannot participate in two parallel sessions within the same time slot. If this is the case with the planned workshops, both the companies and the speakers involved will be informed.The format of the workshop may be organised by the sponsor but needs to get final approval by the scientific programme committee.The scientific programme of the workshop has to be submitted to the scientific programme committee for approval in writing by Friday, January 15, 2016.

Promotion & Session Attendance

Promotion or advertising prior to the workshop is limited to the designated areas in the building and to the sponsor’s booth. Handing out of programmes and brochures at the entrance to the workshop room is permitted only 30 minutes before the beginning of the session. Posters, sandwich boards, flyers or other means of guiding participants to the session are not permitted.

All persons attending the workshop need to be registered as full participants. Participants not in possession of a badge will not be allowed to enter the session room. This should be emphasized on the invitations sent to potential attendees by workshop organisers.

4.3 Poster Area and Meeting Lounge


Delegates will be able to view posters next to the exhibition area.The sponsor will be allowed to brand cube seats (approx. 30 pieces), set up roll-up displays and hand out brochures in this poster exhibition area. The company logo will be presented on signage and in the final programme.

4.4 Congress App


• Congress participants can download the programme before and during the congress via their mobile devices and receive on-going information about the congress.

• The sponsor’s logo on header of each screen of mobile app, alongside congress logo, indicating “platform sponsored by…”.

• Sponsor’s logo with hyperlink to sponsor’s website (which must comply with all applicable codes and regulations) on the congress website.

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5.1 Pads and Pens inserted in the Congress Bags (exclusive)

Contribution: EUR 3.500,- (excl. costs for production and delivery)

A pad and pen will be inserted to each delegate’s congress bag. The design has to be approved by the organising committee in advance. Pads and pens must be delivered by the company.

5.2 Congress Bag inserts


Companies have the opportunity to have their inserts added to the congress materials contained in the official congress bag (max. format DIN A4, double side, 1 page).

5.3 Lanyards with Company Logo (exclusive)

Contribution: EUR 2.000,- (excl. costs for production and delivery of Lanyards) Participants will be provided with an official congress name badge and sponsor’s lanyard to be worn for the duration of the congress. Name badges are required in order to gain access to the scientific programme sessions and the industrial exhibition. The design of the lanyards has to be approved by the organising committee in advance.

5.4 Message Board

Contribution: EUR 2.000,-Near the registration area, delegates will be able to deposit messages on a message board. Sponsor company’s logo will be displayed on the board.

5.5 Preview Center


The preview center will be frequented by all speakers of the congress, so a maximum exposure

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for the sponsor company will be ensured. Signage as well as screensavers (on laptops available for speakers to prepare their presentations) will feature sponsor company’s logo.All presentations for the different lecture rooms will be uploaded in this area.

5.6 Pocket Programme


Participants will receive the popular and handy pocket programme when picking up their congress materials. The full color back cover will feature the sponsor company’s logo or advertisement, pending final approval by the organising committee.

5.7 Signposting

Signs and boards will be needed to guide participants through the congress center. The company’s visibility will be guaranteed by a prominent display of your company’s logo.

5.7.1 Fixed display/screen at the Congress Center


5.7.2 Company display/ board


Boards/Displays will be delivered by the company.

5.7.3 Flower decoration


5.7.4 Floor advertisement


One set of stickers with maximum of 1 square meter. Stickers have to be delivered by the company.

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5.8 Coffee breaks

Morning and afternoon refreshments will be provided in the congress exhibition area each day for all participants.Sponsor’s recognition in addition to benefits according to category status:Logo incorporated into catering signage in the break being sponsored. Opportunity to pro-vide napkins or similar with company logo.

5.8.1 Coffee break (morning or afternoon)

Contribution: EUR 2.500,- each

5.8.2 Coffee break package (all day)


5.9 WIFI (exclusive)


Free WIFI can be made available to all participants. The sponsor covers the costs for WIFI in the exhibition area of the Reed Messe Wien Congress Center. Sponsor may brand the name of the WIFI network at the discretion of the organising committee.

5.10 Umbrellas (exclusive)

Contribution: EUR 8.500,- (plus costs for the logo)

Rain or shine: umbrellas are always useful: in case of rain, hostesses will hand out umbrellas to the delegates. Should no need arise for umbrellas, they may be used at a later date since they will only feature the sponsor, and not that of the congress itself.

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Payment Conditions Please refer to the “Terms & Conditions for Exhibitors/Sponsors” form. Email: [email protected] of reservation will be sent together with the contract. Invoice will be sent for deposit payment and balance payment.

Liability and Insurance

Neither the organisers nor the Reed Messe Wien can take any responsibility for injuries or damages involving persons or properties during the event. The sponsors are requested to have their staff and products insured.

Cancellations

Cancellations and alterations have to be received in writing and confirmed by Mondial Con-gress & Events in order to take effect. Cancellation fee: 50% of total sponsor/space costs will be forfeit by January 22, 2016, 100% thereafter.

Currency & VAT

All prices are quoted and payable in EURO and if demanded with Austrian VAT of 20% to bank account IBAN: AT571200010012552062 / BIC: BKAUATWW.

In case payment is not received by Mondial Congress & Events in due time, the company re-serves the right to withhold construction or other participation at the 17th ESTES Congress 2016.

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Terms & Conditions for Exhibitors/Sponsors1. Application for Exhibi-tion/Sponsoring: In order to be considered for Exhibition/

Sponsoring, the application form must be

fi lled in, completed with a legally competent

signature, and delivered to us on time. How-

ever, mailing or delivering of the Applica-

tion Form for Exhibition/Sponsoring to the

Managing Company does not constitute a

formal agreement that the Exhibitor/Spon-

sor will be admitted to participate. Contrac-

tual conditions are constituted only after

the Management Company has sent written

confi rmation of acceptance to the Exhibitor/

Sponsor. In case of acceptance, Exhibitor/

Sponsor will be bound by the Terms and Con-

ditions listed in the prospectus and in the Ap-

plication Forms for Exhibition. The Manage-

ment Company reserves the right to refuse

any application to exhibit/sponsor without

giving cause. Exhibition space is allotted ac-

cording to the terms and conditions as listed

in the Exhibition/Sponsorship prospectus.

Any company which disobeys the directives

of the Managing Company may be excluded

from the exhibition/sponsoring with immedi-

ate effect by the Managing Company. Such

companies are liable for the whole rental

sum, for the registration fee(s) and for all

incidental expenses including the legal value

added tax. All oral agreements, special per-

missions and special arrangements are valid

only upon receipt of written confi rmation.

2. Obligations and Rights of the Exhibitor: The booths may only be used for exhibiting

and advertising the Exhibitor’s own prod-

ucts, materials or services as described in

the application form, but not for the sale of

any products. Advertising materials may be

distributed only within the confi nes of the

booth. Any kind of promotion outside the re-

spective exhibition space is forbidden (such

as Working Acts, distributing fl yers 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 fl oor space between two exhibi-

tors is prohibited. The Management Com-

pany reserves the right to enter any booth at

any time. Booths need to be occupied during

exhibition hours. The exhibition rooms are to

be used only during regular opening hours.

Prior written permission from the Manage-

ment Company is obligatory for the pres-

entation of advertising lectures, advertising

fi lms, slide projections, for the distribution of

samples, beverages or food. It is strictly for-

bidden for companies which are not exhibi-

tors/sponsors to advertise in any way in the

exhibition hall or in the entrances to the exhi-

bition hall. The Exhibitor will not in any case

be able to invoke force majeure on its side if

an important speaker or speakers should fail

to appear, if visitors or participant numbers

are much lower than expected, or in compa-

rable circumstances.

3. Obligations and Rights of Management Company: The Management Company reserves the

right to revise the time and location of the

exhibition, to shorten the duration of the

exhibition and to cancel the exhibition al-

together. Any change regarding the exhi-

bition’s time and duration neither entitles

the exhibitor to cancel the contract nor to

request a fee reduction or to put forward a

claim to damages incurred by these changes.

4. Liability Insurance: The Organiser provides general guard ser-

vice and third party insurance at the Con-

gress site. Equipment and all related display

materials installed by exhibitors are not

insured by the Organiser, and they will un-

der no circumstances be liable for any loss,

damage or destruction caused to equipment,

goods or property belonging to exhibitors/

sponsors. The Exhibitor agrees to be respon-

sible for his property and person and for the

property and persons of his employees and

agents and for any third party who may visit

his space through full and comprehensive

insurance, and shall hold harmless the Or-

ganiser for any and all damage claims arising

from theft and those perils usually covered

by a fi re and extended-coverage policy.

5. Set-up of booths: To ensure a smooth course of events, Exhibi-

tors must obey all directives and instructions

of the Management Company regarding the

use of booths, their decoration, the use of

self-designed and self-constructed booths,

and the fi tting and furnishings of the booths

and health & safety guidelines. Before set-

ting up their booths/displays/installations,

Exhibitors must fi rst contact the Manage-

ment Company and reconfi rm placement

of the booth as well as inform themselves

of any special regulations relating to their

booth. Side and back walls of booths are to

be 2,5 (2 and a half) metres high. For any

variation from this norm, specifi c permis-

sion must be obtained in advance from the

Management Company. Written permission

also needs to be obtained for any changes

in the size or structure of the fl oor space,

or for any changes to the rented objects.

Booths must be set up and completed dur-

ing 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 fi rst submit sketches and plans with a

statement of colour schemes of such a booth

or exhibit to the Management Company. The

Management Company reserves the right to

demand changes in such booths or exhibits

should safety regulations, technical require-

ments, or the responsibility of preserving or

obtaining the best possible overall image for

the exhibition, as judged by the Management

Company, so require. The side and back walls

of all stands should be fi nished on the outside

as well as the inside. Exhibitors must avoid

obstructing the view of or access to neigh-

bouring 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 Management Company or not carry

out such directives punctually, the Manage-

ment Company reserves the right to take the

necessary steps at the cost of the Exhibitor.

The Management Company 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 confl icts with previous written

agreements. Management Company also re-

serves the right to rent fl oor space of a booth

not fi nished on time to another applicant. In

such a case, the Exhibitor is responsible for

all costs arising from cancellation.

22



6. Maintenance of booths and exhibition area: Exhibitors are responsible for the proper

care of the fl oors, walls, staircases and stor-

age rooms as well as the hired booths and

furnishings. Hired booths and furnishings

must be returned in an orderly condition and

in an orderly way. To avoid scratches and fur-

rows on fl oors as the result of sliding heavy

packing cases, exhibitors are required to use

protective coverings. Exhibitors and their

shipping agents, on specifi c orders from the

exhibitor, must take special care when trans-

porting heavy packing cases and heavy loads.

Exhibitors who wish to display extra heavy

exhibits demanding special supports or foun-

dations must request prior permission spe-

cifi cally in this matter from the Management

Company. 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 cost 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 pro-

trude beyond the booth’s walls. Decorating

materials and wallpaper used by the exhibi-

tor must be fi re-proof. Prior to use, written

proof of this fact must be presented to the

Management Company. Police regulations,

fi re regulations and other offi cial regulations

must be observed at all times, also during the

construction and dismantling of the exhibits.

7. Electrical Installations/Power consumption: Any costs related to a main power supply for

a booth and the wattage of the booth’s elec-

tric equipment will be invoiced to each Ex-

hibitor separately and is not included in the

rental fee. Electrical installations within the

booth are at the Exhibitor’s expense; howev-

er, such installations may only be carried out

by an electrician appointed by the Manage-

ment Company. The Management Company

however is not responsible for any losses 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 fur-

nishings on time. Upon leaving, the Exhibitor

must clear the booth area and clean the fl oor.

Stored materials, empty containers and

packing materials must be disposed of. Items

for which the Exhibitor has made no arrange-

ments regarding removal and storage at his/

her cost and which are left behind become

the property of the Management Company,

and no reimbursement will be made for such

items. The Management Company can de-

mand that Exhibitors restore the exhibition

area to the original condition at the Exhibi-

tor’s expense. If the Exhibitor does not dis-

mantle and clear away his/her exhibit in a

timely manner, these items will be removed

by the Management Company at the Exhibi-

tor’s cost. The Exhibitor is liable for the actu-

al cost incurred by the Management Compa-

ny 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 satisfac-

tory condition. All rented items are consid-

ered to be in satisfactory condition unless

a written notation signed by the Manage-

ment Company 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, reduc-

tion and cancellation policy and correspond-

ing deadlines as given in the Exhibition/

Sponsoring prospectus and the application

forms for Exhibition/Sponsoring. The con-

tract shall remain in full force and effect in

case of merger or acquisition of the contract-

ing company. The dimensions of fl oor space,

booth measurements and rented items

given are approximate. The Management

Company reserves the right to change these

dimensions in order to most effi ciently use

the available exhibition area and to adjust

the booths to the blueprints of the exhibi-

tion hall. Prices charged are however based

on the actual dimensions; if more fl oor 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/spon-

sorship items will be considered. However,

such requests do not constitute a condition

of registration on the part of the Exhibitor/

Sponsor. Furthermore, Management Com-

pany reserves the right to reduce the amount

of fl oor space initially requested. Failure

to comply with local authorities and inter-

national 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 Management Company

to any suits or demands by the Sponsor/Ex-

hibitor/any third party. The Exhibitor bears

the costs of all taxes, fees or offi cial charges

on the rental sum. A special fee is charged

for decorating rented items in special mate-

rial of the Exhibitor’s choice. Also, Exhibitors

must bear the cost of any special installa-

tions. 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 con-

tracted to do so, the company is nevertheless

liable for the rental sum and for incidental

expenses. In case of cancellation of the ex-

hibition, the Management Company will re-

turn the part payments received less the sum

equivalent to the costs which have arisen for

the Management Company 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 in Vienna, Austria is rec-

ognised. Electively, the Management Com-

pany may choose to appeal to the competent

court in whose jurisdiction the exhibitor falls.

Austrian law is to be applied.

23



Notes

24



Notes

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