Sponsor & Exhibitor Agreement TERMS AND CONDITIONS The exhibitor and/or sponsor (and their representatives) participating in ICRA2016 hereby agree to comply with the terms and conditions ( Terms and Conditions ) stated in this Sponsor & Exhibitor Agreement ( Exhibitor & Sponsors Registrations Form ). ICRA2016 is scheduled to be held 16-21 May 2016, at Stockholm Waterfront Congress Centre, Stockholm, Sweden. The congress is owned by IEEE Robotics and Automation Society. ICRA2016 is operated and managed by KTH Royal Institute of Technology in Stockholm. Definitions Exhibitor: means the person or legal entity applying for and being granted exhibition space at ICRA2016 at the venue of the event. Sponsor: means the person or legal entity contributing to ICRA2016 by granting sponsorship to the event. Organizer: means KTH Royal Institute of Technology in Stockholm, SE-100 44 STOCKHOLM, 1) Agreement for Space / Sponsorship By submitting this Exhibitor & Sponsors Registration Form, the undersigned Exhibitor/Sponsor (directors, principals and employees) agrees to abide by all the terms and conditions of this Agreement as well as the rules and regulations of the Congress Bureau Meetagain and Stockholm Waterfront Congress Centre. The organizer has the right to move any Exhibitor s location in the exhibit hall if required for organizational reasons. In such cases, the affected Exhibitor(s) will be notified as promptly as possible. 2) Space Assignment Exhibit space will be assigned according to: 1) date of registration date 2) the option selected in the Registration Form. After you ve confirmed the position, the invoice will be sent out by email/post mail and further information about exhibition service for example installation, storage, for ordering of extra furniture and stand equipment. 3) Logo in ICRA2016 website All Sponsors and Exhibitors will have their company logo displayed on the ICRA website. To ensure that the logo is on the website in time for the conference, Sponsors and Exhibitors should submit their company logo by email in high resolution format no later than 30 March 2016 to caroline@meetagain.se. 4) Exhibitor Package Exhibitors shall be supplied with Space in which to display Exhibitor s products/services as specified in their package. All Exhibitors shall use the exhibit stand according to the package and set up as: - Gold package (7.5x7.5 m) - Silver package (5x5 m)
- Bronze package (3x6 m) - Exhibitor (minimum 2x2 m) - Academic (minimum 2x2 m) - Table(s), Chair (s), 220V/10A Power Outlet Exhibitor is responsible for keeping the aisles near its exhibit free of congestion caused by demonstrations, distributions of literature or other activities. Exhibitor agrees that at all times during the Exhibitor s event hours, Exhibitor will maintain reasonable and appropriate noise level. 5) Payment Terms Once the Registration Form is confirmed, an invoice will be issued by the Congress Bureau Meetagain on behalf of the congress organizers. Terms of payment: 50% of the total amount will be due within 30 days after receipt of the invoice 50% of the final balance will be due by 15 February 2016 All payment must be made in SEK subject to statutory sales tax according to European regulation. 6) Cancellation and Refunds Cancellation and changes to your original booking must be done in writing to Congress Bureau Meetagain. The organizers shall retain the following sum: Cancellation before 1 January 2016 Cancellation before 15 February 2016 Cancellation later than 15 February 2016 20% of the total costs will be charged 50% of the total costs will be charged 100% of the total costs will be charged The organizer assumes no responsibility for having included the name of the defaulting or cancelling exhibitor in the program guide or other materials. Sponsorships are not refundable. The organizer may terminate the contract with the Exhibitor/Sponsor at any time in writing for breach of the terms and conditions hereunder without the obligation to refund the paid fees. 7) Official Currency / VAT Regulations All Exhibition and Sponsoring costs are quoted in SEK. All prices quoted are subject to statutory sales tax according to European regulations. Place of performance and venue of jurisdiction is Stockholm. The law of Sweden applies. 8) Sponsor and Exhibitor Personnel/Badges Exhibitor and Sponsors representatives shall wear badge identification supplied by the event Organizer (or its Congress Bureau Meetagain) at all times. Exhibitor may not sublet, subdivide, or assign its space or any part thereof, or permit in its booth non-exhibiting companies representatives without the express written permission of the event organization. Only companies that have contracted directly with the Organizer shall be listed in the program guide or allowed on the Exhibitors Hall as an Exhibitor
Once the Registration Form for Sponsors and Exhibitors has been received, and the payment has been done, the Congress Bureau Meetagain will send an email acknowledging personnel registration online. Incomplete personnel information or company addresses will not be accepted and will result in cancellation of the personnel registration. 9) Eligibility to Exhibit The content of materials displayed in the Exhibition Hall must contribute to teaching and research of ICRA, and the professional development of our attendees. The organizer reserves the right to refuse any application for exhibit space or cancel any exhibit that in the judgement of organizer are not consistent with the teaching, research and professional ends of the topic. 10) Insurance, Fire, Safety and Health Sponsors and Exhibitors assume all responsibility for compliance with local city and state ordinances and regulation covering insurance, fire, safety and health. All exhibit equipment will be reasonable located within the Exhibitor s booth and protected by the venue safety system. The Exhibitors take all necessary security precautions to avoid danger to the premises, persons and objects not belonging to the Exhibitor. Sponsors and Exhibitors are advised to make sure they have appropriate travel insurance. The Organizers accept no responsibility for travel, accommodation or other expenses incurred as a consequence of cancellation of postponement of the event. The Organizers accept no liability for any other loss, including incidental or consequential loss, in excess of the amount paid for the booking. In cases of Force Majeure we don t accept any liability. If we cancel the event for any reason which is not force majeure, we will refund the booking fees paid hereunder. If we have to alter the date or location of the event this booking will be transferred to the revises date and these Terms and Conditions shall apply to the transferred booking. 11) Food and Beverage All food and beverage served at Exhibitor s stand must be provided by the Stockholm Waterfront Congress Centre. Please contact the Congress Bureau Meetagain by email for further information. 12) Care of Building and Equipment Sponsors and Exhibitors and their agents shall not injure or deface any part of the exhibit building, the booths, or show equipment and decor. If such damage occurs, Exhibitor is liable to the owner of the property so damaged. 13) Intellectual Property During ICRA2016, attendees, Exhibitors, guests and others may be photographed and filmed by the Organizer or its partners in capturing the event. Some of these photographs or videos may be displayed by the Organizer in future publications or
materials connected with the event. If you do not wish for your image to be displayed by the Organizer, please contact the organizers by email to icra2016@meetagain.se no later than two weeks after the event. 14) No Smoking Policy All premises occupied and used by Exhibitors and Sponsors at ICRA2016 must be smoke-free. Smoking is prohibited in the congress venue and its immediate surroundings at all times. 15) Force Majeure The Organizer cannot be held liable for any hindrance or disruption of Congress proceedings arising from the acts of nature, war, strikes, labour disputes, accidents, government requisitions, restrictions or regulations on travel, facility unavailability, lack of commodities or supplies, inability to secure sufficient labour, civil disturbance terrorism, or threats of terrorism, disruption to transportation, disaster, fire, epidemic or pandemics, or any other unforeseen incidents beyond their control. Registration of a Sponsor and Exhibitor entails acceptance of these conditions. 16) Notices All notices which may be served with respect to this Agreement shall be in writing and shall be sent by email within 24 hours working time to response. 17) Legislation These terms and conditions shall be governed in accordance with Swedish Law. Disputes arising out of or in connection with these terms and conditions shall be settled by the competent courts in Stockholm. Organizer: KTH Royal Institute of Technology Att: Danica Kragic General Chair Email: dani@csc.kth.se KTH Royal Institute of Technology SE-100 44 STOCKHOLM Invoices and payments will be managed by Meetagain. Meetagain Konferens AB Att: Caroline Knies Råsundavägen 13 SE-169 67 Solna Email: icra2016@meetagain.se Phone: +46 8 664 58 00 Organisation No: 556739-0009 VAT No: SE556739000901 Bank: Handelsbanken Karlaplan
Bank s Address: SE-100 55 Stockholm, Sweden Bankgiro: 236-8538 IBAN No: SE35 6000 0000 0005 4465 0352 BIC/SWIFT: HANDESS