Physiology 2015 6 - 8 July 2015 Motorpoint Arena Cardiff United Kingdom - Exhibition & Sponsorship Opportunities
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Physiology 2015
6 - 8 July 2015
Motorpoint Arena
Cardiff
United Kingdom
Exhibition &
Sponsorship Opportunities
www.physiology2015.orgWhy Physiology 2015?
The Main Meeting of The Physiological Society is the largest conference in the world that focuses solely on
physiology.
Physiology 2015 offers the perfect opportunity for you to meet leading investigators studying how cells,
organs and muscles interact in order to better inform our understanding of how the human body works.
Over 1000 participants will attend, giving you the chance to talk directly to influential scientists who are
engaged in cutting-edge research and use the latest technologies and tools in their work. Over 70% of
attendees are involved in purchasing decisions for supplies and equipment.
Attendance at the Main Meeting of The Physiological Society Physiology 2015 attendees include
researchers in the following areas
Cardiac, Respiratory & Autonomic Control
Cell Neurophysiology
1200 Cell Signalling
1100 Comparative Physiology
Development & Plasticity
1000 Education & Teaching
900 Epithelia & Membrane Transport
GI Tract
800 Health & Wellbeing Physiology
700 Heart & Cardiac Muscle
Human Physiology
600 Ion Channels
Locomotion
500
Microvascular & Endothelial Physiology
400 Muscle Contraction
Neuroendocrinology/Endocrinology
300
Placental & Perinatal Physiology
200 Renal Physiology
Respiratory Physiology
100
Sensorimotor Control
0 Sensory Functions
Physiology Physiology Physiology Physiology Physiology Smooth Muscle
2009 2010 2011 2012 2014 Somatosensory Physiology
Previous exhibitors & sponsors
• ADInstruments Ltd • emka Technologies • Merck, Sharp and Dohme • R and D Systems
• ADVENT Research Materials Ltd • Enzo Life Sciences • Meso Scale Discovery • Radnoti
• Ambion Europe • Eurogentec • Metabion international AG • Randox Research
• Anachem Ltd • Exiqon • Microimaging Applications Group • Red Box Direct Ltd
• AngioNet • GeneVac Ltd (MAG) • Roche Applied Science
• BACR • Grass Technologies • Millipore (UK) Ltd • Royem Scientific Ltd
• Basic & Clinical Pharmacology & • Hamamatsu Photonics UK Ltd • Mimotopes • RWD Life Science Co Ltd
Toxicology • Harlan UK Ltd • Miltenyi Biotec • Scientifica Ltd
• BIOPAC Systems, Inc • Harvard Apparatus • Molecular Devices • Servier Laboratories
• Biopta Ltd • Helena Biosciences • Moor Instruments Ltd • Sigma Aldrich
• BIOTREND Chemikalien • Ibidi GMbH • Nanion Technologies GmbH • SlidePath
• Blackwell Exhibitions • Imperial College London • Nature Publishing Group • SMART Medical
• British Heart Foundation • Integrated DNA Technologies • Nestle Nutrition • St Jude Children's Research Hospital
• Cairn Research Ltd • Invitrogen • New England BioLabs • Stratech Scientific Ltd
• Cambridge BioScience • IonOptix • Nikon UK Instruments • Stratton Technologies Ltd
• Cambridge Electronic Design • iWorx Systems • Novartis Pharmaceuticals UK Limited • Thermo Fisher Scientific
• Campden Instruments Ltd • Journal of General Physiology • Novotec Medical GmbH • TILL Photonics
• Carl Zeiss Ltd • Journal of Neurochemistry • Noxygen Science Transfer & • Tracksys Ltd
• Cellectricon • Key Organics Diagnostics GmbH • TSE Systems
• Charles River Laboratories • Lab901 Ltd • Oxford University Press • Ulster Anaesthetics Ltd
• CleveMed • Labtech International • PeproTech EC Ltd • Upstate/Chemicon
• Cronus Technologies • Leica Microsystems (UK) Ltd • Perimed UK Ltd • VWR International
• Data Sciences International • LI-COR Biosciences • Pfizer • Whatman International Ltd
• Digitimer Ltd • Linton Instrumentation • Photometrics UK Ltd • Wiley
• Dilab • Lorne Laboratories Limited • Photon Technology International Inc • Wisepress Ltd
• DMT A/S • Mary Lyon Centre • PromoCell GmbH • World Precision Instruments
• Don Whitley Scientific Ltd • Media Cybernetics/Photometrics UK • Qiagen Ltd
• Dunn Labortechnik • Merck Biosciences Ltd • Quadratech Diagnostics LtdPhysiology 2015 • Motorpoint Arena Cardiff, UK
Sunday 5 July Monday 6 July Tuesday 7 July Wednesday 8 July
07.00 07.00
08.00 08.00
CR Cardiac & Respiratory Physiology
CI Cellular & Integrative Neuroscience
09.00 09.00
EM Epithelia & Membrane Transport
Registration Symposia Symposia
HE Human & Exercise Physiology
CR CI EM HE ME VS ET CR CI EM HE ME VS ET
10.00 ME Metabolism & Endocrinology 10.00
VS Vascular & Smooth Muscle Physiology
11.00 ET Education & Teaching 11.00
Morning refreshments Morning refreshments
CT Cross Themed Workshops
Joan Mott Prize Lecture Paton Prize Lecture
12.00 12.00
Lunch
Lunch
Lunch
13.00 13.00
Workshops Annual General Meeting Poster communications
of
The Physiological Society CR CI EM HE ME VS ET
14.00 14.00
Symposia
Oral communications
15.00 CR CI EM HE ME VS ET 15.00
CR CI EM HE ME VS ET
Exhibition set-up * Symposia
16.00 CR CI EM HE ME VS ET 16.00
Afternoon refreshments Poster communications
CR CI EM HE ME VS ET
17.00 Oral communications 17.00
CR CI EM HE ME VS ET
15.00 - 17.00
Exhibition breakdown *
18.00 Early career social 18.00
Annual Public Lecture
Annual Review Prize Lecture
19.00 19.00
Welcome Reception Society Dinner * TBC
20.00Exhibition
The exhibition and posters will be at the centre of Physiology 2015. This is the perfect opportunity to
showcase your latest techniques and technologies. Morning tea and coffee, lunch, and refreshments
during the poster sessions, will be served in the exhibition hall. The Welcome Reception on Monday
6 July 2015 will also be held in the Exhibition Hall, and this will be free to attend for all attendees.
The Trade Exhibition will be acknowledged in the opening remarks and delegates will be actively
encouraged to interact with exhibitors. To further facilitate interaction, we will be running a passport
competition to drive footfall to your stand.
The Package
What’s included?
All exhibition booths come equipped with:
•3m x 2m shell scheme, corner (open on two sides) or internal (open to front only), including:
• one table • carpet • two spotlights
• two chairs • nameboard • one mains socket
The exhibition package per booth also includes:
•Your logo, company name, web address and 250-word summary in the printed programme
•Your logo, company name and a link to your homepage on the Physiology 2015 confirmed exhibitors webpage
•Your company name, link to your homepage and stand number on the Physiology 2015 meeting app
•Two free registrations (usual price £250 per registration) for the meeting allowing access to ALL sessions
•Passport competition
•All refreshments including tea and coffee, and lunch, and drinks during poster sessions
The Price
Internal £1950 plus VAT
Corner £2200 plus VAT
Not-for-profit £1750 plus VAT
Key times
Monday 6 July
12.15 - 13.15 Official opening of the Exhibition. Lunch and refreshments will be provided
16.15 - 16.45 Afternoon refreshments
19.30 - 21.30 Welcome Reception.
Refreshments including wine, beer and soft drinks. Free for all to attend
Tuesday 7 July
11.00 - 11.30 Morning refreshments
12.30 - 13.30 Lunch
16.00 - 18.00 Poster session A* with refreshments
Wednesday 8 July
11.00 - 11.30 Morning refreshments
12.30 - 13.00 Lunch
13.00 - 15.00 Poster session B* with refreshments
* Poster sessions will be in the Exhibition Hall and there will be different posters presented at each session.Physiology 2015
6 - 8 July 2015
Motorpoint Arena Cardiff
Mary Ann St,
PLENARY LECTURE THEATRE
CAPACITY - 786 Cardiff CF10 2EQ
ENTRANCES INDICATED BY ARROWS
www.physiology2015.org
KEY TO STANDS
The Physiological Society 14
20 History and Archives
The Physiological Society 21/22
Membership and Journals
INTERNET LOUNGE Cambridge Electronic Design 20
AND ADI 23/24
SEATING AREA Reserved 32/35
WPI 28
DMT A/S 29
36 29 28 21 14 Cairn Research 36
22
23
KEY
24
32 25
ACCESS TO LEVELS 1
AND 2 FOR ADDITIONAL
LECTURE THEATRES
REGISTRATION DESKS
ADDITIONAL SEATING
ENTRANCES AND EXITS
OF PLENARY LECTURE
THEATRES
FLOORPLAN IS SUBJECT TO CHANGESponsorship Principal Sponsor (one opportunity) As the principal sponsor of Physiology 2015, your company will enjoy an exclusive package with extensive benefits designed to give you maximum exposure to the attendees. Highlights •Two exhibition stands (one corner and internal) in a prime location in the exhibition hall •Your company will be acknowledged as the sole Principal Sponsor in all general publicity campaigns Sponsorship - connect your company and brand with the meeting •Delegate bag - your company name, logo and web address on the bags given to each attendee •Choice of one Prize Lecture - your company acknowledged by the chair and in the printed and online programme Advertising - tell 1000+ scientists about what you can offer them •Permanent banner on the conference website - your design with a link to your website •Full one page advert on outside back cover of printed programme and electronic abstract book •One email to all pre-registered attendees sent by The Society ahead of Physiology 2015 - your design with Society approval •One free insert in all delegate bags Branding - make your company instantly recognisable •Your company logo on all printed material and online sponsors’ page •Your company logo to prominently feature on all Physiology 2015 webpages as ‘Principal Sponsor’ •Your company logo to prominently feature on the Physiology 2015 meeting app Extra added value •750 word listing in the printed programme book and online on the sponsors’ page of the Physiology 2015 website •Your company to feature, at least once, as Sponsor of the Fortnight on the Physiology 2015 homepage •Up to four complimentary company registrations (usual price £250 per registration) giving access to ALL sessions £10, 000 plus VAT Major Sponsor (two opportunities) You will benefit from extensive exposure during Physiology 2015. Highlights •3m x 2m corner exhibition booth Sponsorship - connect your company and logo with the meeting •Choice of one Prize Lecture - your company acknowledged by the chair and in the printed and online programme Advertising - tell 1000+ scientists about what you can offer them •Full one page advert on inside back cover of printed programme and electronic abstract book •One free insert in all delegate bags Branding - make your company instantly recognisable •Your company logo on all printed material and online sponsors’ page •Your company logo to feature on all Physiology 2015 webpages as ‘Major Sponsor’ •Your company logo to prominently feature on the Physiology 2015 meeting app Extra added value •500 word listing in the printed programme and online on the sponsors’ page of the Physiology 2015 website •Your company to feature, at least once, as Sponsor of the Fortnight on the Physiology 2015 homepage •Up to two complimentary company registrations (usual price £250 per registration) giving access to ALL sessions £5000 plus VAT
Sponsorship
Industry Session (three opportunities)
Organise a one hour symposium during lunchtime of Monday 6 July, Tuesday 7 July or Wednesday 8 July. Your
event can consist of talks and/or demonstrations to educate attendees on new technologies, equipment,
products and services.
Your package includes:
•The use of a lecture theatre with AV equipment, plus registration table, and catering included
•Details of the session will be included in the printed programme book
•One email to all pre-registered attendees, sent by The Society, ahead of the conference with link to register
•One Industry Session announcement in the delegate bags to be provided by the company
•An advert on the Physiology 2015 homepage carousel advertising your Industry Session for six weeks before the meeting
•Event programme included on the Physiology 2015 website, with a direct link to your own site
•Company logo and hyperlink on the sponsors’ page of the Physiology 2015 website
•Company logo on appropriate pages of the programme book
•Your company to feature, at least once, as Sponsor of the Fortnight on the Physiology 2015 homepage
•Your company logo to prominently feature on the Physiology 2015 meeting app
£2750 plus VAT
Rapid Fire Industry Session
Book a ten-minute slot in the Rapid Fire Innovation Session which runs on Tuesday 7 July from 16.00 - 17.00
and Wednesday 8 July from 13.00 - 14.00.
This session will provide a highly interactive forum which will bring together audiences to learn about and
discuss the latest innovations in technology, products and services impacting the field of physiology.
Attendees will enjoy quick ‘information bites’ from up to six companies (three per session) and is the perfect
forum for questions and answers in an open atmosphere. Complimentary refreshments will be served and
admission is free. This is only open to those companies that have booked an exhibition package.
£300 plus VAT per 10 minute session
Prize Lecture
Align your company with the most prestigious sessions of the meeting.
Your package includes:
•The Prize Lecture will be branded as: supported by ‘your company name’
•Your company will be acknowledged:
•by the chair and on opening slides of each session
•on the appropriate pages of the printed programme
•on the programme and speaker biography pages on the Physiology 2015 website
•in emails sent by The Society where your supported Prize Lecture is detailed
•Company logo and hyperlink on the sponsors’ page of the Physiology 2015 website
•Company logo on appropriate pages of the programme book
•Your company to feature, at least once, as Sponsor of the Fortnight on the Physiology 2015 homepage
•Your company logo to prominently feature on the Physiology 2015 meeting app
See what prize lectures are on offer at www.physiology2015.org
£1000 plus VATSymposium
Position your company alongside the latest physiological research by supporting one or more of the meeting
symposia.
Your benefits include:
•The symposium will be branded as: supported by ‘your company name’
•Your company will be acknowledged:
•by the chair and on opening slides of each session
•on the appropriate pages of the programme and abstracts books
•on the programme and speaker biography pages on the Physiology 2015 website
•in emails sent by The Society where your supported Symposium is detailed
•Company logo and hyperlink on the sponsors’ page of the Physiology 2015 website
•Company logo on appropriate pages of the programme book
•Your company to feature, at least once, as Sponsor of the Fortnight on the Physiology 2015 homepage
•Your company logo to prominently feature on the Physiology 2015 meeting app
See what symposia are on offer at www.physiology2015.org
£750 plus VAT
Advertising
Tell all the delegates about your company's latest, cutting-edge techniques and technologies.
Printed Programme
Outside back cover* £1000 plus VAT
Inside back cover* £800 plus VAT
Inside front cover* £800 plus VAT
Full-page £600 plus VAT
Half-page £400 plus VAT
*subject to availability
Website
Clickable advert on the front page of the meeting website £500 plus VAT
Abstracts USB stick
Full-screen adverts, with clickable links £500 plus VAT
Literature inserts
One page A4 leaflet to be included in the delegate bags £200 plus VAT
All opportunities can be booked using the booking form attached.
Please visit www.physiology2015.org to check the current availability.
If you would like to discuss either the exhibition or sponsorship opportunities, or have additional requirements, please
contact us:
Uta Boeger-Brown
BioMedEx Ltd
physocexhibition@biomedex.co.uk
+44 (0) 1360 551082
We look forward to seeing you in Cardiff in the summer.
www.physiology2015.orgBooking form Physiology 2015, Cardiff, UK, 6 - 8 July 2015
YOUR DETAILS
Company name (to be used on event literature and website)
Contact name
Contact address
Email
Telephone
Invoice address (if different from above)
EU VAT Number PO number (if required)
EXHIBITION
Corner (£2200 + VAT) Preferred exhibition booth(s), please choose three:
Passport competition? Y or N
Internal (£1950 + VAT) Preferred exhibition booth(s), please choose three:
Passport competition? Y or N
Not-for-profit (£1750 + VAT Preferred exhibition booth(s), please choose three:
Passport competition? Y or N
SPONSORSHIP PACKAGES AND OPPORTUNITIES
Principal sponsor package Plus Prize Lecture
£10,000 + VAT
Preferred exhibition booth(s), please choose three:
Major sponsor package Plus Prize Lecture
£5000 + VAT Preferred exhibition booth(s), please choose three:
PROGRAMME SPONSORSHIP AND OPPORTUNITIES Mon Tue Wed
Industry Session (£2750 + VAT)
Rapid Fire Innovation Session (£300 + VAT/slot)
Prize Lecture (£1000 + VAT) Preferred Prize Lecture/Symposium:
Symposium (£750 + VAT) Preferred Prize Lecture/Symposium:
ADVERTISING
Programme
Back cover (£1000 + VAT) Website advert (£500 + VAT)
Inside back (£800 + VAT) Abstracts USB stick (£500 + VAT)
Full page (£600 + VAT)
Literature Inserts (£200 + VAT)
Half page (£400 + VAT)
In signing and dating this booking form you agree to the Terms and Conditions contained within this ‘Exhibition & Sponsorship
Opportunities’ document, including the payment terms & schedule and the cancellation policy & cancellation charges outlined.
Signed Date
Print name On behalf of
Please return this form to Uta Boeger-Brown at BioMedEx Ltd via email: physocexhibition@biomedex.co.uk or fax: +44 (0) 1360 551083NOTES, AND TERMS AND CONDITIONS
• All prices are excluding VAT
• All packages and opportunities will be allocated on a first-come, first-served basis. Should your chosen packages opportunities no longer be available we will contact
you to discuss an alternative.
• Complimentary registrations are non-transferable.
• Any emails sent to the participants on behalf of sponsors/exhibitors are subject to approval by the conference organisers.
• Information being included on the website and printed programme is subject to it being received by the deadline schedule specified.
Principal sponsor package Symposium sponsorship
General press releases do not include scientific releases which result from presentations at Subject to approval by the symposium organiser
the conference Delegate bags
Major sponsor package Plus cost of producing and delivering the bags
Principal sponsor has first choice of Prize Lectures Abstracts USB Drive
Industry session Maximum size of sponsors’ content on USB drive is 250MB
Speakers will be invited by the sponsor. Travel cost, accommodation and registration fees Promotional inserts for delegate bags
of the speakers will be covered by the Sponsor. Sponsor should ensure compliance with the Plus cost of producing and delivering the items. Design subject to approval by the organisers
ABPI Code of Practice Advertising opportunities – Programme book
Rapid Fire Innovation Session All files must be finished artwork with all fonts and graphics included (all images CMYK and
Limited to six ten-minute slots on first-come, first-served basis 300dpi or higher)
Prize Lecture sponsorship Exhibition
Subject to approval by the Prize Lecturer Exhibition booths/spaces must be staffed during key exhibition times.
Contracts & Confirmation:
Sponsors:
Once a completed booking form is received a confirmation of booking will be emailed to you with an accompanying invoice for the full amount of the selected sponsorship package.
Completion of the booking form by the sponsor shall be considered as commitment to purchase the selected items.
Exhibitors:
Once a completed exhibition booking form is received a confirmation of exhibition booking will be emailed to you with an accompanying invoice for the full amount of the selected exhibition
package. Completion of the booking form by the sponsor shall be considered as commitment to purchase the selected items.
Programme Sponsorship, Promotional Marketing and Advertising Packages:
Once a completed booking form is received a confirmation of booking will be emailed to you with an accompanying invoice for the full amount of the selected programme sponsorship,
promotional marketing and / or advertising package.
Exhibition space allocation:
Whilst every effort will be made to allocate the space(s) requested, the Organising Committee and the Sponsorship & Exhibition Manager reserve the right to make the final allocation.
Eligible exhibits:
Only the sign of the company / organisation whose name appears on the completed booking form may be placed in the stand or appear on any printed lists of Sponsors and Exhibitors.
Exhibitors are not to share with others any space allotted to them without prior written consent by the Exhibition Manager.
Liability:
The Organisers of Physiology and its appointed agents cannot accept liability for personal accidents or loss of or damage to private property of participants, including staff or appointed
agents of exhibiting companies and organisations, and accompanying persons, either during or indirectly arising from the conference.
Public Liability Insurance:
All Exhibitors, exhibiting Sponsors and Sponsors of Industry Sessions must provide the Sponsorship & Exhibition Manager with a copy of their Public Liability Insurance Certificate as proof
that their exhibition stand and personnel, as well as any agent and contractor appointed by said Exhibitor, exhibiting Sponsors or Sponsors of Industry Sessions are covered by Public Liability
Insurance for the duration of the conference, including set-up and break-down periods.
Abandonment:
In the event of it being necessary for any reason whatsoever for the conference and / or its concomitant Exhibition to be abandoned, postponed or altered in any way in whole or in part
or if the Organising Committee and its appointed agents find it necessary to change the dates or venue of the conference and / or its concomitant Exhibition or the Exhibition layout,
the Organising Committee and its appointed agents shall not be liable for any expenditure, loss, or damage incurred by a Sponsor or Exhibitor resultant upon such change. Nor shall the
Organising Committee and its appointed agents be liable for any expenditure, loss, or damage resultant upon the intervention of any Authority which restricts the use of the Premises in
whole or in part in any manner whatsoever.
Payment:
Terms of Payment:
The payment terms are 30 days from invoice issue date and within the payment schedule detailed below, however for late bookings immediate payment may be required. All payments must
be received before the start of the conference. Should any company / organisation fail to complete payments prior to the commencement of the conference, the Organisers reserve the
right to deny participation to any such company / organisation and the Organisers will be entitled to cancel the booking while cancellation will be subject to cancellation charges as outlined
below.
Any exhibiting company and organisation who fail to complete payments in accordance with the payment terms will not be granted access to their stand location to build or dress the space
and will not be mentioned in the conference literature and will have their name and logo removed from the conference website. Similarly, any promotional items and literature inserts will not
be included in the delegate bags.
Payment Schedule:
Payment Methods:
All payments must be made in Pounds Sterling (GBP£) by Automated Bank Transfer/BACS payment.
Please note the invoice number must be used as the reference on all BACS payments.
Bank Name: Royal Bank of Scotland, Childs, Fleet Street, London
Account Number : 65214019
Sort Code: 15-80-00
Account Name : The Physiological Society
BIC (Swift): RBOSGB2L
IBAN: GB09RBOS15800065214019
Please note we do not accept payments by cheque or credit card.
Cancellation policy & cancellation charges:
Cancellation or modification of any sponsorship, promotional marketing, promotional literature insert, advertising, and exhibition item must be made in writing and received by the
Sponsorship & Exhibition Manager (contact information can be found at the bottom of this form).
The following cancellation charges apply for any cancellation or modification notice received
Before 6 April 2015 (that is, 4 months prior to the conference) – 50% refund will be made of the agreed package amount of programme sponsorship package, promotional marketing
package, promotional literature insert, advertising package and exhibition package
After 6 April 2015 (being less than 4 months prior to the conference) – no refunds will be issued on any agreed package and any outstanding amounts will be invoiced in full.
Sponsor and Exhibitor Guidelines:
Companies wishing to offer hospitality in addition to the conference social programme must contact Uta Boeger-Brown (physocexhibition@biomedex.co.uk). Any company or organisation
planning a function that is intended to involve delegates during the period of the conference must notify Uta Boeger-Brown of its style, timing, size and venue no later than 31 May 2015.
Any such event is subject to agreement by the Organising Committee. No participant, sponsor or exhibitor may organise, attend or favour meetings, gatherings or any other events during
the conference which have not been reported to, and approved by, the Organisers prior to the start of the conference.
Schedule of delivery of items for inclusion in the programme and/or delegate bags:
Company description and logo: 18 May 2015
Passport competition question and prize: 18 May 2015
Advert for printed programme: 18 May 2015
Insert for delegate bag to arrive: 8 June 2015
Information received AFTER this time may not be included.
This is a binding contract and becomes valid after the booking form is accepted by the Exhibition Secretariat, BioMedEx Ltd, and a confirmation email is issued. Please take
time to read the General Terms and Conditions contained within this document.
Uta Boeger-Brown BioMedEx Ltd (+44 (0) 1360 551082; physocexhibition@biomedex.co.uk)NOTES, AND TERMS AND CONDITIONS
These terms are the contractual agreement between the Organiser and the exhibiting / sponsoring company or organisation (Exhibitor(s) / Sponsor(s)).
Application to Participate:
Application to participate will be considered only if submitted on the appropriate forms, duly completed, signed and dated. Completed booking forms can be submitted by fax, post, or email.
Emailed copies of the completed booking forms must be a scanned version of the signed original.
Booking will be confirmed in so far as exhibition space and sponsorship items are available. Applicants will be informed in writing (email) of the acceptance or refusal of their application. In
case of refusal, all payments received shall be fully refunded. In case of acceptance Sponsors / Exhibitors will be bound by the Terms and Conditions listed on the booking forms and in the
‘Sponsorship Opportunities & Invitation to Exhibit’ prospectus and /or contractual agreement.
Obligations and Rights of the Sponsor/Exhibitor:
Booking implies full acceptance by the Sponsor / Exhibitor of the sponsorship / exhibition regulations. Any infringement of these regulations may lead to immediate withdrawal of the right
to participate in the conference without compensation or refund of sums already paid, and without prejudice to the Sponsor / Exhibitor.
By submitting an application to participate and duly complete booking form the Sponsor / Exhibitor makes a final and inrevocable commitment to occupy the space / items allocated and to
maintain the company’s / organisation’s installation until the date and time fixed for closure of the event. The Sponsor / Exhibitor may only present on the company’s / organisation’s stand
/ space the materials, products and services described in the application to participate. No advertising of behalf of third party companies or organisations not sponsoring or exhibiting is
permitted in any form whatsoever. Transfer or sub-letting of all or part of the allocated spaces is prohibited.
Obligations and Rights of the Organiser
The Organiser undertakes to allocate exhibition space / sponsorship items as far as possible on the basis of preference expressed by the applicants. Applications will be considered in order
of receipt of booking forms and timely payment of invoices. The Organiser reserves the right to offer to a different company / organisation any sponsorship item or exhibition space that has
not been occupied by the Sponsor / Exhibitor by the time of the official opening of the conference with no obligation to provide compensation to the defaulting Sponsor / Exhibitor.
The Organiser may not be held liable for the conference attracting a lower than expected number of participants or for any lack of interest in the event as a whole.
Force Majeure:
In the event that the conference does not take place owing to an event of force majeure, the Sponsors / Exhibitors undertake not to claim any indemnity from the
Organiser. The amount still available following payment of all the expenses incurred shall be distributed to the Sponsors / Exhibitors on a pro-rata basis of the amounts
paid.
Liability Insurance:
Equipment and all related display materials installed by Sponsors / Exhibitors are not insured by the Organiser, and the Organiser under no circumstances will be liable for any loss, damage, or
destruction caused to equipment, goods, or property belonging to any Sponsors / Exhibitors. The Sponsor / Exhibitor agrees to be responsible for his / her property and person and for the
property and persons of his / her employees and agents and for any third party who may visit the Sponsor’s / Exhibitor’s space. The Sponsor / Exhibitor shall hold harmless the Organiser
from any and all damages / claims including those usually covered by a fire and extended-coverage policy. The Sponsor / Exhibitor undertakes to arrange a public liability insurance policy
providing cover for any / all loss / damage caused to third parties for which the Sponsor / Exhibitor is liable (including all regular and temporary staff). The Policy shall include a ‘rental risks’
clause to cover loss, theft, damage to all / any equipment that the Sponsor / Exhibitor is the custodian. Upon request, the Organiser will be provided with copies of such policies.
Exhibition Regulations:
The Exhibition Manager, acting under the direction of the Organising Committee, has the final decision as to the acceptability of displays. Exhibitors are not to share with others any space
allotted to them without prior written consent by the Exhibition Manager.
The Organiser reserves the right to alter the general layout or limit the space allotted to each Exhibitor / Sponsor, postpone the exhibition or transfer it to another site if unforeseen
circumstances warrant such action. Should any contingency prevent the holding of the exhibition, the Organiser will not be held liable for expenses incurred other than the cost of exhibition
space rental fees.
All exhibits are to be displayed so as to avoid blocking aisles, obstructing adjoining exhibition stands or exhibition spaces, damaging the premises or the leased equipment. Exhibitors are
kindly requested to allow sufficient see-through areas, which ensure clear views of surrounding exhibits. Height restrictions apply for purpose-build stands utilising space-only exhibition
spaces in accordance with the exhibition guidelines and rules & regulations enforced by the owners and operators of the premises. Exhibitors are responsible for the cost and execution of the
design, installation, and delivery of their display to (and its removal from) the exhibition site.
Flammable materials are not to be used. Equipment displayed or demonstrated must be installed with strict adherence to safety measures. Electrical equipment must be PAT tested.
Exhibitors undertake to observe the timetable designated for completion of their display before the exhibition opening and its dismantling at the close of the exhibition. No dismantling
or packing of the display shall be undertaken before the designated hour of the closure of the exhibition and the time designated for exhibition break-down. It is the responsibility of the
Exhibitors / Sponsors to pack and remove or consign for shipment all items of value prior to leaving their exhibit unattended, otherwise the Organiser will arrange for the removal of such
items at the Exhibitors’ / Sponsors’ risk and expenses.
Exhibitors are obliged to ensure that their exhibition stands are permanently staffed during the exhibition key times.
Payments are to be made in accordance with the condition of payment (payment terms and payment schedule) listed in the prospectus.
Should the Sponsor / Exhibitor fail to make a payment on time, the Organiser is entitled to terminate the contract, withdraw confirmation of acceptance, make other arrangements for the
exhibition stand / sponsorship item or seek compensation for non-fulfilment of contract.
Participation by Sponsors / Exhibitors is dependent upon compliance with all rules, regulation and conditions stated herein. Access to the exhibition is authorised on presentation of the
Sponsor’s / Exhibitor’s badge issued by the Organiser. Sponsors’ and Exhibitors’ badges will not be mailed in advance and may be collected from the Registration Desk.
The Organiser ensures daily cleaning of the aisles. Sponsors / Exhibitors are responsible for the cleaning of their stands. The provision of refreshments for the conference participants by
Sponsors / Exhibitors is only permitted if the catering regulations of the owners and operators of the exhibition venue concerned are observed.
Exhibition areas and fittings made available to Sponsors / Exhibitors must be handed back in their original condition. In case of damage or loss of equipment provided, or damage to areas
occupied, repair and replacement will be charged to the Sponsor / Exhibitor concerned.
Any special decoration or fitting must be submitted to the Organiser for prior authorisation.
Advertising panels and display are not permitted outside the exhibition areas allotted to Sponsors / Exhibitors.
The Organiser will not approve stands which do not comply with the accepted standards, until the necessary changes have been made.
Any distribution of advertising materials, corporate leaflets, invitations or flyers by Sponsors / Exhibitors may only be carried out from the exhibitor’s stand or within any pre-reserved
meeting room.
Companies wishing to offer hospitality in addition to the conference social programme must contact the Organisers. Any company or organisation planning a function that is intended to
involve delegates during the period of the conference must notify the Organisers of its style, timing, size and venue by the deadline specified on the Sponsorship / Exhibition Booking Form.
Any such event is subject to agreement by the Organising Committee. No participant, sponsor or exhibitor may organise, attend or favour meetings, gatherings or any other events during
the conference which have not been reported to, and approved by, the Organisers prior to the start of the conference.
Intellectual Property
Unless otherwise provided for in writing, the copyright and other intellectual property rights held over all the Organiser’s offers, publications, and other products or services shall remain
its property. Any rights which may be granted by the Organiser are destined for the Sponsor’s / Exhibitor’s sole use and may not be assigned, transferred, or granted under sub-licences
without the Organiser’s prior agreement. Granted rights shall be non-exclusive. The Sponsor / Exhibitor shall not acquire any intellectual property right over the services and products
offered by the Organiser.
Trademarks and Logos:
The Sponsor / Exhibitor shall be personally responsible for any authorisation relating to copyright or related rights, originating from the elements of any nature whatsoever which it
provides or uses during the conference. Any Sponsor / Exhibitor shall hold the Organiser harmless as regards any action in this respect. Moreover, the Sponsor / Exhibitor hereby expressly
authorises the Organiser to use the Sponsor’s / Exhibitor’s trademarks and logos within the strict framework of the conference for its organisation and promotion.
Code of Practice:
It is the Sponsor’s / Exhibitor’s responsibility to comply with the local authority’s regulations on the Code of Practice on the Promotion of Medicines.
Please refer to
ABPI (Association of British Pharmaceutical Industries) www.abpi.org.uk
EFPIA (European Federation of Pharmaceuticals Industries & Associations) www.efpia.org
IFPMA (International Federation of Pharmaceutical Manufacturers & Associations) www.ifpma.org
Failure to comply with these 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 Organiser to any
suits, demands by the Sponsors / Exhibitors or any third party.
Disputes:
This contractual relationship is governed by the English commercial Court, a sub-division of the Queen’s Bench Division of the High Court of Justice. In the event of a discourse, the English
Commercial Court shall have sole jurisdiction.
Uta Boeger-Brown BioMedEx Ltd (+44 (0) 1360 551082; physocexhibition@biomedex.co.uk)You can also read
