Exhibition Booth Booking Form

Transcription

1 Exhibition Booth Booking Form 44th International Apicultural Congress September th 2015, Daejeon, Korea Please complete this form in BLOCK CAPITAL or typeface. Please send the filled form back to Choice of Stand(s) Exhibitors can rent either a SPACE ONLY or a Stand booth in Zone B and C. Zone A is only for rent SPACE. 1 st Choice Stand No. Stand Size( m2 ) Select type of booth (Stand/Space only) Total cost of booth (USD) 2 nd Choice 3 rd Choice SPACE ONLY : Nothing will be provided but the exact floor measurements of the booth Stand : Booth package consists of a module construction with; -Booth structure -1 booth sign -spot lights -1 chair and 1 info desk - Standard electricity power supply

2 IMPORTANT NOTE : Reservations for exhibition space will be handled on a first come, first served basis from November 30, 2014 in Korean time. Exhibitor Information *Company name : *Contact person: *Contact person s title : *Address : *Tel : *Mobile Phone : Fax : Postcode : *City : * *Country : Website : *Name of member of association : Billing address (only if different than the above) : List of Presented Products / Purpose of Exhibition : Use the boxes below to specify the exact wording to be shown on the fascia of your booth (maximum 20 characters). Please consider that for every booth is foreseen one company name on the fascia board. If you are a co-exhibitor, please indicate the name of all other exhibitors. Method of Payment The Exhibitor shall pay the invoices issued by the Organizer by wire transfer to the Organizer s bank account within 10 (ten) banking days commencing the invoice issue date. Invoices are issued after the Organizer has confirmed the booth(s) location. The payment procedure is as follows: - An advance payment comprising 50% of the total cost shall be paid within 10 days commencing from the invoice issue date.

3 - Payment of the remainder 50% shall be made within 30 days commencing from the invoice issue date. All bank charges and commissions are debited to Payer's account. Cancellation All cancellations must be submitted in writing to the person who are in charge of ApiEXPO, via at: After exhibition space has been confirmed, a reduction in space or any other kind of modification is considered as a cancellation and will be governed by the above cancellation policy. Reduction in space can result in relocation of exhibit space at the direction of the organizers. (1) All cancellation Prior to April 7, 2015 Refund 50% of total booth cost After April 7, 2015 No refund (2) Reduction/modification Prior to April 7, 2015 Refund 50% of total booth cost Prior to June 30, 2015 Refund 20% of total booth cost After June 30, 2015 No refund Agreement I accept the Exhibition Booth Booking Form constitutes the rental contract between the Exhibitor and the Organizer. It declares that this Exhibition Booth Booking Form, together with the Terms and Conditions, as well as any other exhibition documents are an integral part of the agreement and the contractual relationship between ApiEXPO Organizer of APIMONDIA Congress 2015 and the above mentioned Exhibitor. APIMONDIA Congress 2015 informs you that you allow us to store your personal data for an automated and documentary treatment, as well as for its publication in the necessary documentation which will be edited during or after the preparation of the congress, even for future editions. Signature : Date : (MM/DD/YY)

4 TERMS AND CONDITIONS 6 th Edition l Dec 26 th, GENERAL a. In the terms and conditions set out below the following expressions shall have the following meanings : Exhibition The exhibition for which an exhibitor has contracted for a stand or stands. Organizer The Secretariat of APIMONDIA Congress Exhibitor Venue The company or individual who has contracted for a stand or stands. The venue of the Exhibition as advertised and notified by the Organizer. b. These terms and conditions shall apply to all contracts between the Exhibitor and the Organizer relating to the Exhibition. Any variation of these terms and conditions shall only be binding if agreed by the Organizer in writing. No terms or conditions stipulated by the Exhibitor shall apply to any such contract unless expressly agreed by the Organizer in writing.. 2. BOOKING STAND/SPACE a. A binding reservation is made by submitting the Exhibition Stand Booking Form in writing or electronically to the Organizer. Upon approval of the application, the Organizer shall send confirmation to the exhibitor in writing or electronically. The Organizer reserves the right to reject exhibitor applications. b. The booking of Stand/Space will only be confirmed after receipt of the completed booking form and receipt of a deposit of 50% of the total cost of the Stand/Space. 3. LOCATION OF STANDS/SPACES a. The Organizer shall determine the final location of stands, taking into consideration the effective use of hall space, event-specific branch grouping and, where possible, exhibitors wishes. 4. PRICE, PAYMENT a. On or after acceptance of the Exhibitor s order, the Organizer will deliver an invoice in USD, including VAT b. The booking of Stand/Space will only be confirmed when Exhibitor complete deposit payment. The deposit, 50% of the total cost of the Stand/Space should be paid within 10 days commencing from the invoice issue date. c. The balance due payment must be received within 30 days commencing from the invoice issue date. d. Exhibitors who have not paid in full within 30 days commencing from the invoice issue date, the booth(s) will be automatically cancelled. Therefore Exhibitors will not be permitted to set-up their exhibition stand and will not be mentioned in the APIMONDIA Congress e. Payment should be made in USD by

5 - Bank transfer Receiver Name : APIMONDIA 2015 Account Number : Bank Name : KOREA EXCHANGE BANK Branch Name : GUKJE ELECTRONIC CENTER BRANCH Swift Code : KOEXKRSE Bank Address : HYORYEONG-RO SEOCHO-GU SEOUL GUKJE ELECTRONIC CENTER BRANCH All finance charges are borne by the Exhibitor. A copy of the bank-in slip must be ed to apiexpo@apimondia2015.com as proof of remittance. 5. REDUCTION OR CANCELLATIONS OF STAND/SPACE a. If an Exhibitor cancels or reduces stand space after an application has been accepted by the Organizer, they must immediately inform the Organizer in writing or electronically and shall become liable for the following cancellation/reduction charges : (1) All cancellation Prior to April 7, 2015 : Refund 50% of total booth cost After April 7, 2015 : No refund (2) Reduction/modification Prior to April 7, 2015 Refund 50% of total booth cost Prior to June 30, 2015 Refund 20% of total booth cost After June 30, 2015 No refund b. Refunds will be made after the APIMONDIA Congress 2015 ends. c. The Organizer reserves the right to re-allocate any Stand/Space should any Exhibitor fail to meet its commitment to make any payment due under these Terms and Conditions. 6. STAND CONSTRUCTION AND SERVICES a. The Organizer will appoint official contractors to undertake the following work: Stand construction electrics provision of water and waste services compressed air services, furniture, floral arrangements carpeting and all other services. No other contractor will be permitted to undertake any of this work except stand designing. d. Each exhibitor will be provided with an official Exhibitor Services Manual by January All booth space must be arranged and constructed in accordance with the guidelines, provisions, and limitations contained in the Exhibitor Services Manual. If locations or building columns, utilities, or other architectural components of the facility are considerations in the design of an exhibit, it is the responsibility of the exhibitor to inspect the facility and verify all dimensions and measurements. Show Management will provide the most accurate information possible regarding the facility, but cannot ensure all floor plan dimensions and measurements. 7. PASSES a. The badge will allow each exhibitor access to exhibition hall. Exhibitors must wear badges at all times which will be authorized by the Organizer. b. The exhibitor s staff and subcontractors must have personal passes authorized by the Organizer during construction and dismantling work as well as during the congress. Passes

6 must be visibly displayed. 8. FORCE MAJEURE a. In case of war, mobilization, strike, lock-out, fire, regulations of the authorities or other circumstances beyond the control of the Organizer, that might render it impossible or difficult to carry through an arrangement, the Organizer shall be entitled to transfer, in whole or in part, the arrangement to other premises, to postpone the implementation of the arrangement to another time or to cancel. The arrangement and the Organizer shall not be liable to pay compensation to the Exhibitor or be bound to reimburse the stand rental paid. 9. RESPONSIBILITY a. The Exhibitor shall be responsible for any damage done to the premises, fixtures or injury to persons caused by the Exhibitor, his staff, subcontractors, or his exhibited articles and exhibition material. The Exhibitor shall not be entitled to repair any such damage himself. 10. CLAIMS a. Any complaint shall be made forthwith and no later than at the closing of the exhibition and shall be sent by to the Organizer. 11. GENERAL INFORMATION a. Official Contractors : All official contractors act on their own behalf in all arrangements with exhibitors and are not agents, employees or representatives of the APIMONDIA Congress All services or materials supplied by such contractors on order of the exhibitor will be billed directly by the contractor to the exhibitor. Therefore, APIMONDIA Congress 2015 does not assume any liability or responsibility for any act performed or omitted by such official contractors. b. Damage to Facilities : No part of any exhibits, signs, posters or displays can be nailed or attached to columns or walls or any part of the Venue. Any damage to the Venue by an exhibitor shall be the financial responsibility of the exhibitor. c. Insurance : It shall be the responsibility of each exhibitor to maintain such insurance against injury to person or theft, fire damage or loss of property in such amounts as the exhibitor shall deem adequate. Neither the APIMONDIA Congress 2015 Exhibition, nor the Venue will offer the exhibitor any kind of insurance protection. d. Security : The exhibition venue will be closed off and locked outside opening hours, but the Exhibition Organizer will in no instance guarantee the Exhibitor against loss or theft of any kind. The safekeeping of the exhibitor s property is the responsibility of each exhibitor. Exhibitors are advised to add on their existing insurance a portal-to-portal rider, protecting them against loss/damage to their materials by fire, theft, accident and the like.