INFORMATION FOR SPONSORS AND EXHIBITORS · This document provides information for sponsors and...

INFORMATION FOR SPONSORS AND EXHIBITORS This document provides information for sponsors and exhibitors participating in biennial congresses of the ESE

www.e-s-e.eu

INFORMATION FOR SPONSORS AND EXHIBITORS

19th BIENNIAL CONGRESS - VIENNA 2019

Contents

Invitation .................................................................................................................................................... 3

Congress organisers ............................................................................................................................... 4

The ESE ........................................................................................................................................................ 5

Programme structure ............................................................................................................................ 7

Austria Center Vienna ........................................................................................................................... 9

Pre-congress courses ........................................................................................................................... 12

Sponsor packages .................................................................................................................................. 13

Sponsored lectures ............................................................................................................................... 19

Other sponsorship opportunities ................................................................................................... 19

General information ............................................................................................................................. 20

Sponsor Application form .................................................................................................................. 22

Exhibitors ................................................................................................................................................. 24

Terms and conditions for Sponsors & Exhibitors ................................................................... 25

Invitation

Welcome to the

European Society of Endodontology 19th Biennial Congress

Vienna, Austria

12-14th September 2019

The ESE Executive Board is delighted to invite you to Vienna as 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 Vienna 2019 will take place at the Austria Center Vienna, Vienna, Austria. 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 sponsors and exhibitors. ESE Vienna 2019 takes place from 12-14 September 2019 with pre-congress courses being held on 11th September 2019 – please reserve these days in your diary to be part of this world-leading congress on Endodontology.

The ESE and local organizing committee are working hard on the congress, the theme of which is – Vienna calling – experience the “Sound of Endodontology”. 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 findings in the clinical sciences associated with Endodontology. The focus of the scientific programme will be “The future of Endodontics”.

This document provides information for sponsors and exhibitors. It provides an overview of the ESE, and a brief summary of the structure of the congress, details of the sponsorship packages as well as the terms and conditions for sponsors and exhibitors. The ESE is responsible for the initial contact with you and for the contracts; however, the detailed planning of booths at the ACV will be the responsibility of our professional congress organiser – AIM Group International (details later in document).

The programme includes dedicated time for participants to visit the

Exhibition Hall and meet with Sponsors and Exhibitors.

We are confident ESE Vienna 2019 will be a memorable and enjoyable meeting and we look forward to seeing you in Vienna during September2019.

Professor Dag Ørstavik

Congress President and President of the ESE

https://www.acv.at/index.en.html

Congress organisers

ESE Executive Board and Local Organising Committee

ESE Executive Board President: Dag Ørstavik

President Elect and CEO: Paul Dummer

Treasurer: Vittorio Franco

Chair Education and Scholarship Committee: John Whitworth

Chair Research Committee: Leo Tjäderhane

Chair Clinical Practice committee: Gianluca Gambarini

Chair Membership Committee: Hal Duncan

Local Organising Committee

Congress Hosts:

Johannes Klimscha, Matthias Holly

Committee Members:

Karl Schwaninger (ÖGEndo President)

Christof Pertl (ÖGEndo Vice-President)

Peter Brandstätter

Johannes Reichsthaler

Thielo Weeger

Mario Castro

ESE Contact: Susan Bryant, ESE Administrator

Registered address of the ESE: Postboks 1237 Vika, 0110 OSLO, Norway web address: www.e-s-e.eu Email address: [email protected]

For most communication, the best approach is to use the e-mail address of the ESE Administrator. In addition, the mailing address for documents/routine correspondence is:

ESE, PO Box 1978, Newport NP19 1DF, UK

Professional Congress Organiser:

Monica Freire

AIM Group International - LISBON OFFICE Avenida Conde de Valbom 6, 5th floor - 1050-068 Lisbon, Portugal Direct +351 213 24 50 62; Mobile +351 96 760 44 18; Fax +351 213 24 50 50 [email protected]; www.aimgroupinternational.com

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

mailto:[email protected]


http://www.aimgroupinternational.com/

The ESE

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. An

Administrator, Ms Susan Bryant, supports the Society. The range of individual members of the Society has

been increased to include Specialist, Guest and Postgraduate Student members.

The MISSION of the ESE is: To enhance the development of Endodontology for the benefit of patients, Endodontists and General Dentists and to represent Endodontology and Endodontists within Europe. The AIMS of the ESE are: to develop Endodontology and enhance the provision of endodontic care; to represent the discipline of Endodontology at a European and world level; to serve as a non-profit federal organisation for member national endodontic/dental societies; to act as a scientific consultant for Endodontology within Europe and beyond; to promote links between the various national associations, societies or groups of Endodontology

within Europe, and to encourage their establishment and development.

The OBJECTIVES of the ESE are: to promote the research, education and practice of Endodontology in order to improve understanding

of pulp and periapical disease and enhance dental services to the public; to recognise the experience and training within Endodontology of appropriate individuals and

acknowledge their special status; to maintain a register of individuals with special status; to promote high standards of endodontic practice within the dental profession; to stimulate and sponsor research activities; to stimulate undergraduate and graduate endodontic education; to stimulate and support continuing professional development in Endodontology; to sponsor a professional journal.

Today, the ESE is a vibrant and dynamic organisation that has 36 member societies from 33 European and neighbouring countries and represents over 7500 ordinary members and over 500 individual members.

The ESE has achieved a variety of major objectives in the last year or so:

An accreditation process within Europe for postgraduate taught programmes;

A specialist membership category;

A number of Position Statements on key areas of Endodontology;

Promoting standards in undergraduate education through its Undergraduate Curriculum Guidelines in Endodontology;

An “Antibiotics in Endodontics” awareness campaign.

The Society is also working on a number of exciting initiatives, including:

Achieving specialist status for Endodontology within Europe;

Promoting education and scholarship within the speciality of Endodontology for the benefit of patients, dentists and students, e.g. education grants and prizes;

Investing in research and the support of young investigators via grants and prizes;

Optimising clinical care for patients.

As an example of our achievements, the ESE has awarded around €100 000 in grants and prizes in the last

two years.

Information on Research prizes and grants can be seen at:

http://www.e-s-e.eu/research/index.html

Information on Education prizes and grants can be seen at:

http://www.e-s-e.eu/education/index.html

For more information on the Society visit the ESE website at:

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

ESE news can be seen at:

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

The ESE is now organising its 19th biennial congress to be held in Vienna, Austria. For information on previous congresses see:

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

Past congresses have been a great success both professionally and socially and the table below confirms

the numbers attending in recent years. In view of the location of Vienna towards the centre of Europe, and

the attraction of the city as a major tourist destination, the Society is anticipating an attendance of around

3000 delegates from 80 countries.

ESE congresses - a success story!

Recent congresses Total participants Countries represented

Edinburgh 2009 1258 61

Rome 2011 1730 73

Lisbon 2013 1893 70

Barcelona 2015 2795 86

Brussels 2017 2100 74

Vienna 2019 ? 3000 ?80

http://www.e-s-e.eu/research/index.html

http://www.e-s-e.eu/education/index.html

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

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


Programme structure

The structure and format of ESE biennial congresses has evolved over the years but has now settled on a

familiar pattern:

Pre-congress courses on the Wednesday prior to the main programme – 11th September 2019;

Opening Ceremony on the Wednesday evening in Hall D (Lower level) – 11th September 2019;

Welcome Reception on the Wednesday evening in the main Exhibition Hall – 11th September 2019;

Start of main programme on Thursday morning – 12 September 2019;

ESE Reception on Thursday evening – 12th September 2019;

Gala Dinner on Friday evening – 13th September 2019;

End of congress at 16.00 on Saturday afternoon – 14 September 2019.

The scientific programme will include several sessions running in parallel. In general, the schedule will be:

Halls 1 (ACV - D) and 2 (ACV - E) - talks on clinical techniques and the clinical sciences associated with Endodontology and related areas – the main theme in Hall 1 (D) being “The Future of Endodontics”;

Hall 3 (ACV - F)– dedicated to symposia to provide the opportunity for more discussion and debate on key/controversial areas;

Hall 4 (ACV - G) - sponsored lectures;

Halls 5 and 6 (ACV - K) – prize competitions and oral presentations on freely chosen subjects.

As normal there will be coffee/refreshment provided mid-way through each session. Lunch will be

followed by dedicated time for delegates to visit the Exhibition Hall.

The Austria Center Vienna (ACV) is a purpose-built venue with a massive footprint yet contained within a

well-laid out floor plan. The Exhibition Hall on the ground floor will be adjacent to the congress registration and so all delegates will pass immediately into the exhibition as they arrive. The ESE will

make every effort to encourage delegates to visit the trade booths and interact with sponsors and

exhibitors.

The ESE will also make sure that Sponsors and Exhibitors are provided with suitable beverages and

lunches – at appropriate times. As you know Vienna is well known for pastries and cakes!

The Opening Ceremony (ACV Hall D, ESE Hall 1) and Welcome Reception (Exhibition area) will take place

on the evening of Wednesday, 11th September 2019. The number of complimentary tickets allocated to

each company is outlined in the various sponsor packages and exhibitor information later in the

document.

Tickets for the ESE Reception on Thursday evening, 12 September 2019 will be available from the ESE

Administrator; the cost of each ticket has yet to be determined.

EXAMPLE OF DAILY SCHEDULE

Hall 1

(D-1400)

Hall 2

(E-1100)

Hall 3

(F-1100)

Symposia

Hall 4

(G-440)

Sponsored

lectures

Hall 5 (K1-220) Hall 6 (K2-220)

9.00-

9.45

9:45-

10:30 "

COFFEE BREAK

11:00-

11:40

11:45-

12:30

LUNCH

Poster Presentations / Trade Exhibition / Beverages

14:30-

15:10

15:15-

16:00

COFFEE BREAK

16:30-

17:10

17:15-

18:00 "

Austria Center Vienna

For information on the Austria Center Vienna visit: https://www.acv.at/index.en.html

Ground floor and entrance

The Ground Floor has the main entrance (bottom of image), which passes directly into the large exhibition area (Entrance Hall - I, II, III, IV) that leads towards Halls E and F (ESE Halls 2 and 3, each holding 1100).

The congress registration will be just inside the front entrance.

Smaller rooms to the right side will be devoted to pre-congress hands-on workshops.

Rooms to the left side will include the cloakroom and speakers preview room.

Lunch will be provided in the Exhibition Hall and Foyers E and F

https://www.acv.at/index.en.html

Lower level (-2)

This floor contains Hall D (ESE Hall 1) that holds 1400 delegates as well as Hall G (ESE Hall 4 – sponsored lectures, holds 440) and Hall K (ESE Halls 5/6, hold 220 each).

General Endodontic and Clinical Posters will be displayed in Foyer D.

Research Posters will be displayed in rooms -2.34 to -2.36.

Images of the venue, exhibition area and lecture halls

Exterior

Entrance hall and exhibition area

Lecture halls

Pre-congress courses

The general principles guiding pre-congress courses

Pre-congress courses will take place on the Wednesday prior to the main programme (i.e. on 11th September 2019). They are an integral component of the congress and must be approved by the ESE.

Pre-congress courses could include hands-on workshops/courses, workshops on research methodology and/or critical appraisal of literature, clinical demonstrations or lecture programmes. Support from appropriate commercial sponsors is welcome.

Fees from pre-congress courses will be included in the congress budget to ensure transparency and to allow audit. The ESE must approve companies and individuals involved with pre-congress courses. Attendees must be registered for the main congress.

Other courses/workshops 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.

Key regulations:

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

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

3. The costs associated with all necessary equipment shall be borne by the course organisers (approved third parties). Thus, the ESE will reserve the rooms required for pre-congress courses but the organising company will pay the cost of hiring the room. 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)

4. The ESE in collaboration with the professional congress organiser (AIM Group International - [email protected]) shall appoint an individual to act as a link between the course organisers, 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);

5. 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;

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

Sponsor packages

The ESE has several levels of sponsorship – Diamond, Platinum, Gold, Silver and Bronze.

The application procedure for all sponsor packages starts on 1st August, 2018 at 00:00 (CET)

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.

Those companies that apply early have the benefit that all exhibition booth locations and sponsored

lecture slots will be managed as follows:

Following confirmation of contracts - higher sponsoring levels have priority in sponsored lecture slots and exhibition booth location against all other lower level sponsors;

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

Later 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 potential delegates.

Important notice

The ESE congress in Vienna will be subject to VAT on certain items; however, the exact details are unknown

at this time. Therefore, an additional charge for VAT may be levied on certain items within the sponsor

packages, such as complimentary lunches, registrations, gala dinner tickets. The details will be known by

August 2018.

DIAMOND

€100 000

BENEFITS

Marketing Unlimited use of the name 'ESE Vienna 2019' 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 lectures 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 Vienna 2019, 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.

Lanyards – Lanyards printed with your company’s logo to attach the badges - lanyards

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 Thursday reception and Gala Dinner. Company's logo on

tickets

PLATINUM

€68 000

BENEFITS

Marketing Unlimited use of the name 'ESE Vienna 2019' for your company's advertising campaigns.

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

ESE Biennial

Congress website



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 Vienna 2019, 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 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.

Promotional E-

Mailing

Conference Bag

Insert

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


Conference

Registrations

20 complimentary conference registrations which allows access to the scientific sessions


Social Events 8 complimentary tickets for Thursday reception and Gala Dinner

GOLD

€40 000

BENEFITS

Marketing Unlimited use of the name 'ESE Vienna 2019' for your company's advertising

campaigns.

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

ESE Biennial

Congress website



Promotion

Material


first instalment of the payment has been received.

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

Promotional E-

Mailing

Conference Bag

Insert


conference bag (max. 6 pages, max. format A4). ). Larger sizes may be included but a

fee will be charged – please contact the ESE for costs


Conference

Registrations

12 complimentary conference registrations which allows access to the scientific

sessions



SILVER

€25 000

BENEFITS


campaigns

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.



ESE Biennial

Congress website



Promotion

Material


first instalment of the payment has been received

Scientific

Journals

Signage

Break Slide


Company

Description

Company logo in the final program

Promotional E-

Mailing

Conference Bag

Insert


conference bag (max. 4 pages, max. format A4). ). Larger sizes may be included but a

fee will be charged – please contact the ESE for costs


Conference

Registrations


sessions

Lunch for Staff 10 complimentary tickets for lunch each day in a separate area.

Social Events 4 complimentary tickets for Thursday reception and Gala Dinner.

BRONZE

€12 000

BENEFITS


campaigns

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.



ESE Biennial

Congress website



Promotion

Material


the first instalment of the payment has been received

Scientific

Journals

Signage

Break Slide


Company

Description

Company logo in the final program

Promotional E-

Mailing

Conference Bag

Insert


conference bag (max. 2 pages, max. format A4)


Conference

Registrations


sessions

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


Sponsored lectures

Diamond, Platinum and Gold sponsors have a complimentary allocation of lecture slots. However, Silver and Bronze sponsors can purchase lecture slots, if available, for €2 000 (no reduction for more than one lecture) and will include a registration and gala dinner ticket for each speaker. All other costs relating to the speaker shall be borne by the sponsor. The application form (below) allows companies to book lectures slots.

The sponsored speaker is not regarded as an invited / keynote speaker by the ESE - and is not automatically entitled to all the benefits that are available to those speakers who are invited by the ESE.

Other sponsorship opportunities

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 – contact the Administrator ([email protected]).

Conference bags

Distributed to all delegates. Your company’s name and logo will be printed on the bag.

Cost: €12 000

Conference notepad & pen

Distributed to all delegates. Your company’s name and logo will be printed on the notepad and on the pen.

Cost: €5 000

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: €2 500

App for smartphone

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

Cost: €5 000

WiFi

Provide WiFi connection in the congress centre for participants to use during the congress with company’s name associated with the arrangement.

Cost: To be confirmed

Coffee breaks

There are 6 opportunities during the conference to support the very popular coffee breaks scheduled between the scientific sessions.

Cost: €10 000 / break

Water dispensers

Water dispensers could 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 each

Welcome Reception

The sponsors’ name and logo will be included on the tickets for the Welcome Reception on Wednesday 11th September 2019, which will be held in the Exhibition area. Mention of the sponsorship in the final programme on the page dealing with social activities.

Cost: €10 000

ESE Reception

The sponsors’ name and logo will be included on the tickets for the ESE Reception on Thursday 12th September 2019. Mention of the sponsorship in the final programme on the page dealing with social activities.

Cost: €20 000

General information

Applications for sponsors must be made using the WORD-based application form available at:


and will constitute a formal expression of intent.

The application process will start on 1st August, 2018 at 00:00 (CET)

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 Vienna during the period extending from 3 days before the official start of the conference (Monday 9th September 2019) until and including the last day of the week in which the conference is held (Sunday 15th September 2019). Unofficial sponsor sessions and other external meetings are not permitted.

Companies MUST NOT commence disassembling their exhibition booths until 15:00 on 14th September, 2019.

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 congress registrations can be purchased by Sponsors:

Company registration: access to the Exhibition Hall, lunches, coffee breaks, Welcome Reception and scientific sessions (no access to Thursday evening reception - this can be purchased separately). Prices and availability must be discussed with the ESE Administrator ([email protected]);

Exhibition only registrations: access to the Exhibition Hall, lunches, coffee breaks, Welcome

Reception (no access to scientific sessions or Thursday evening reception). Prices and availability must be discussed with the ESE Administrator ([email protected]).

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 2019; 40% by 30th April 2019.

Cancellation conditions

Cancellations and changes to your original booking must be made in writing to the ESE Administrator,

Ms Susan Bryant - [email protected]

Cancellation fees

60% of the total sponsorship fee if booking cancelled before 30th April 2019. After that date, 100% of the total sponsorship fee will be retained.


Sponsor application form

An electronic version of this form is available on the ESE website


Sponsors should complete the following information

Company Name (for invoice):

Company Name (on website for final

programme):

Address, including City, Postal/Zip

Code and Country

VAT Reg. No:

Contact Person: Title, Given Name and

Family Name:

Work Phone: Mobile/cell:

E-Mail: Fax:

Date: Signature:

Company Stamp


We hereby apply for the following SPONSOR 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 100 000 Euros Yes/No Yes/No Yes/No (3 included)

PLATINUM 68 000 Euros Yes/No Yes/No Yes/No (2 included)

GOLD 40 000 Euros Yes/No Yes/No Yes/No (1 included)

SILVER 25 000 Euros Yes/No Yes/No Yes/No

BRONZE 12 000 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 – using a :

Conference bags

Conference notepad & pen Bookmark WiFi Coffee breaks

Water dispensers

App for smartphone

Welcome Reception

ESE Reception

Please read the Terms & Conditions for Sponsors and Exhibitors (see later) before completing this

form.

By signing this Application Form, we accept the Participation Terms & Conditions and the Payment &

Cancellation conditions.

Scan the completed and signed form and return to: [email protected]


Exhibitors

The application process for those companies not planning to be a sponsor but wishing to hire an

exhibition booth will begin on 1st November 2018.

Applications MUST be made online at:

http://www.e-s-e.eu/ese-biennial-congress/Vienna2019/exhibition/index.html

Early bird price until 31st May 2019 for exhibition space: 3 x 2 metre stand@4000 Euros

Regular price from 1st June 2019 onwards for exhibition space: 3 x 2 metre stand@4500 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 and advice is available on request at: [email protected]

Please note: Companies MUST NOT commence disassembling their exhibitions until 15:00 on 14th

September, 2019.

Exhibitor benefits

• Company name in the ESE Vienna 2019 trade exhibition section of the congress website:

http://www.e-s-e.eu/ese-biennial-congress/Vienna2019/index.html

• Company name published in the ESE Vienna 2019 trade exhibition section in the conference programme.

General information: Exhibitors will receive 2 free Company registrations per 2x3sqm booth. These

registrations provide access to the Exhibition Hall, lunches, coffee breaks, Welcome Reception and

scientific sessions.

Access to the Thursday evening ESE Reception is an additional cost - contact the ESE

Administrator.

Additional EXHIBITION ONLY badges can be purchased by Exhibitors – contact the ESE

Administrator

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 for the Early Bird rate must be made by 1st June

2019.

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 2019. 100% of total

exhibition fee will be retained thereafter.

Exhibition stands must be completed, ready and manned by 17:00 on 11th September, 2019

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 an Exhibitor, an application form must be completed and signed by a legally competent individual, and delivered (or uploaded) to the ESE before any relevant deadlines. 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. The ESE may exclude any company that disobeys the directives of the ESE from the exhibition. Such companies are liable for the entire 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. 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, AIM Group International, 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, normally via the Professional Congress Organiser ([email protected]), 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 2.8 metres high (NOTE: it may be possible for some booths in certain locations to be higher). For any variation from this norm, specific permission must be obtained in advance from the Professional Congress Organiser ([email protected]). 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 fireproof. Prior to use, written proof of this fact must be presented to the PCO ([email protected]). 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 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 Vienna, Austria. Electively, the ESE may choose to appeal to the competent court in whose jurisdiction the exhibitor falls or Norway the country where the ESE is registered.

Contact information: [email protected] [email protected] http://www.e-s-e.eu Postal address for routine correspondence – ESE, PO Box 1978, Newport NP19 1DF, UK Registered address - Postboks 1237 Vika, 0110 Oslo, Norway


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