10th EFAS 2011 Organizing Committee
Email : info@efas2011.org
Fax: +48 22 356 03 67

 

Important dates

Sponsorship/exhibitor registration Sponsorship/exhibitor deposit payment Sponsorship/exhibitor full payment Cancellation Sending advertisement / logo for Congress Program Book Delivery of materials for insertion in Congress Bag

March 31, 2011 March 31, 2011 April 30, 2011 April 30, 2011 February 28, 2011 March 31, 2011

 

Sponsorship

Sponsorship and additional packages are available on first-come-first-served basis. Registration for sponsorship will be valid only after the Organizers receive completed and signed Reservation Form accompanied by a copy of bank transfer of payment.

The Reservation Form must be sent by email or fax before March 31, 2011.

 

Advertisement and Company logo

Please send advertisement and company logo in TIFF, JPG or PDF format, 300 dpi resolution, by email to: info@efas2011.org before March 31, 2011.
Measurements of advertisement in Congress Program Book:
1 Page A4
1/2 Page A4

 

Insertion of materials into Congress Bag

Materials that are to be inserted into Congress Bag must be delivered before March 31, 2011.
Packages must be clearly labeled stating: your company name, number of packages (Package X of X) and ‘Materials for EFAS 2011 Congress Bags’.

Agreement

The Reservation Form, signed by the Exhibitor and accepted in writing by the Organizers shall be considered as binding agreement by the two parties and be subject to rules and conditions herein stated, including the exhibition rules.

 

Terms of payment

Deposit of 50% of the total sponsorship/additional package amount must be paid before February 28, 2011 upon confirmation of reservation. The balance of total amount is due before April 30, 2011. Failure to pay the total sponsorship/additional package amount in due time will be considered as cancellation.

 

Cancellation

If the Organizers receive the sponsorship cancellation notice by email or fax, on or before April 30, 2011 the customer will be entitled to the return of the full deposit paid minus 100 EUR handling fee. If cancellation is received after April 30, 2011 the Organizers shall retain the service charge equal to the deposit (50% of the total sponsorship/additional package amount).

 

Space allotment

Exhibition space is assigned on first-come-first-served basis. Whenever possible, space will be allotted according to the exhibitor’s choice, but final arrangement will be determined by the Organizers.

The Organizers reserve the right to accept or deny applications for exhibit space and to allocate space among exhibitors. The organizers reserve the right to relocate, remove or prohibit any exhibit or display if they judge it to be obstructing communication, endangering public safety or failing to comply with the Hilton internal rules.

Sub-leasing of exhibit space is not allowed. Two companies may not share the same leased space unless by the expressed written consent of the Organizers. No exhibitor shall display on his stand any advertisements for goods or services of another company unless prior written permission has been obtained from the Organizers.

 

Setting up and dismantling

Setting up time for all booths and exhibits: June 21, 2011 between 10:00 and 22:00. After 22:00 only quiet, non-disturbing works are allowed.
Dismantling begins after the end of scientific sessions on June 25 at 16:00 and must be completed by 22:00 the same day.
Delivery and storage of packed / crated material must be arranged by exhibitors directly with Hilton Warsaw Hotel and Convention Centre.

 

Exhibition Opening Hours

The exhibition will be open at all times during the scientific program hours:

June 22 between 8:00 and 17:30
June 23 between 8:00 and 17:30
June 24 between 8:00 and 16:00
June 25 between 8:00 and 16:00

 

Participation in EFAS 2011 Scientific Sessions and Social Program

Exhibitor registration includes complimentary registration for 2 exhibitors, coffee breaks and lunches for 2 exhibitors. Exhibitor registration does not include participation in scientific sessions, which requires registration as a full delegate, nor participation in social events that require additional registration.

 

Property damage

No hanging signs or items attached to the ceiling of the exhibition area will be allowed.
The exhibitor shall not damage any walls or floors or ceiling of the exhibition area in which his booth is located either by nails, screws, glue, oil, paint or in any other way. Exhibitor will cover the cost of any damages caused by him or his contractors.

 

Fire Safety and Health Regulations

Exhibitors agree to comply with local, city and state rules and regulations concerning fire, safety, public health and all other matters.

 

Restrictions on Exhibits

All displays and exhibits must be confined to exhibitor’s own booth area and must not interfere, obstruct or otherwise unduly affect the operations of others and must conform to the floor plan. The playing of music in the exhibit hall during the scientific program hours is prohibited. Noisy, electrical or other mechanical equipment may not interfere with other exhibitors and may not disturb the scientific sessions. The Organizers reserve the right to stop any activity that may disturb or annoy other exhibitors or visitors.

 

Security

The Organizers will not be responsible for the safety of any exhibit or property of Exhibitors’. The Organizers assume no responsibility for goods delivered to the exhibit area or for materials left in the exhibit areas.

 

Insurance and Indemnity

The Organizers nor their employees nor contractors shall be liable for loss or damage to the gods or property of the Exhibitor. Exhibitor agrees to maintain such insurance that will fully protect the Organizers from any claims, including claims from personal injury or death, that may arise in connection with the installation, operation or dismantling of Exhibitor’s display. Exhibitor agrees to indemnify and hold harmless the Organizers for any such claims irrespective of insurance coverage. Insurance covering the exhibit and/or property against damage and business interruption losses are the sole responsibility of Exhibitor.

 

Licenses

Exhibitors shall procure at their own cost any licenses and official permits necessary for the purposes of displaying/exhibiting on the Conference. Exhibitors are obliged to comply with Polish and local legal regulations.