Sponsorship and Exhibition
GENERAL TERMS AND CONDITIONS OF SPONSORSHIP AND EXHIBITION
The following terms and conditions apply to your application to sponsor and/or exhibit at ArabiaPlast 2017.
By returning a completed, signed and dated form you and your organization accept these terms and conditions. The conference secretariat and organisers of ArabiaPlast 2017 cannot accept responsibility for any errors, omissions or changes. Details may change without notice. Please refer to the event website for the latest information.
FINANCIAL FACTS AND PAYMENT
- All prices are quoted in Bahrain Dinars (BHD) with an equivalent amount in US Dollars for convenience.
- We will issue an invoice/s within 7 days on receipt of application, which are payable within 14 days. • Phone or unpaid bookings cannot be accepted.
. • All payments must be received in Bahrain Dinars and should be paid in full prior to the opening of the conference. • 10% interest may be charged on late payments.
- Sponsorship or exhibition entitlements, including allocation of booth location (allocated to sponsors first and then to exhibitors), will be confirmed when monies have been paid. • If you pay by electronic funds transfer (EFT) you agree to pay bank charges and include these in the amount you transfer.
- You may also pay by VISA, Mastercard or JCB card through our secure website portal, all debits, except for accommodation, will appear as “Saemol for Organising Conferences” on your statement.
IF YOU NEED TO CANCEL • Cancellations should be notified on or before 1st February 2017 to firstname.lastname@example.org . • Cancellations made before the 1st February 2017 will be refunded less 25% of the total purchase price. • Cancellations made after this date will not be refunded. •
YOU AND YOUR STAFF – ONSITE • Your application to sponsor or exhibit requires further attendee registration for each attendee. Details how to fill these registration forms will be sent to the contact person noted on the application form for all exhibitor personnel to complete their registration. • All exhibition staff must be registered using the relevant form i.e. complimentary exhibitor registration, or by purchasing additional exhibitor staff registrations.
- Exhibitors will be required to ensure that their stands are manned during the opening hours of the exhibition and must not dismantle their stands before the published closing time.
PRINT ENTITLEMENTS • Logos and/or company names to be reproduced in the event program or on the website, social media or on conference banners and literature at the event should be at least 300 DPI at 100% in EPS (preferred for print) and JPEG (preferred for website) format. • Print and web recognition will be given once payment terms have been met.
PRINT AND PRODUCTION DEADLINES APPLY TO ALL ITEMS • Advertisement specifications will be supplied by the conference secretariat • ͒Production deadlines must be met and we regret we cannot delay critical material if the deadline is missed. All print items are subject to committee approval and technology capabilities.
SPONSOR NOTES • If your sponsorship package entitles you to host an endorsed private function, this will be held at your own expense and at a time/date agreed with conference organisers. • Sponsorship of speakers and sessions are subject to separate terms and conditions.
STAND LOCATION • Booth or space location will be assigned as requested wherever possible, taking into account sponsorship and premium zoning preferential allocations.
EXHIBITION STANDS • We reserve the right to ask you to remove any display items that are deemed to be unacceptable or contravene local regulations. • Sharing or sub-letting part or all of the booth can only be done with prior approval of the organizers. • You must conduct business from within the confines of your booth. Due to fire and safety regulations you must not place any material, outside your booth/space causing obstruction of the aisles. • You will be responsible for any reasonable costs of repairing the booth or premises should you paint, mark or damage any fixtures or fabric.
SPACE ONLY PURCHASERS Exhibitors purchasing space only stands are required to submit a detailed plan of their stand to us by 9th February, for approval by the organisers and the venue.
SECURITY AND INSURANCE • Any outside contractor used by you on site must conform to the venue’s Health & Safety, insurance and other regulations. • You are solely responsible for any theft of, physical loss or damage to your own goods or property. We will not be responsible for any loss or inconvenience suffered by individual exhibitors. Exhibitor staff must be covered by adequate cover for travel, health and accident and repatriation insurance for the duration of the Conference.
PRIVACY STATEMENT • Your name and contact information, including electronic address, may be used by the organisers, Saemol for Organizing Conferences SPC for relevant purposes such as promotion, networking, and administration of this, and future events of this type. If you do not consent, please advise us in writing. • In addition, your name, organisation and country/state of origin may be published on the attendees list which is provided to delegates, exhibitors and sponsors at the event. If you do not wish your details to be included on this list, please contact the conference secretariat on email@example.com
EXHIBITOR INSTRUCTIONS • Exhibition information will be released in early January 2017 with important information regarding exhibiting and a number of forms that will be required to be completed and returned. • Included in the exhibition manual will be order forms for the exhibition contractor, freight forwarders and venue services, as well as registration and other requirement forms from the organisers. Please ensure that these are completed in a timely manner in order for the relevant services to be provided with respect to your exhibition.