| :: General Terms & Conditions |
| EXHIBITOR'S SPACE APPLICATION 1. Inotroduction By applying for exhibit space, the exhibitor agrees to adhere to all terms and conditions outlined in this Technical Exhibitor & Sponsor Booklet. On acceptance thereof, either by e-mail or confirmation in writing, it constitutes the whole Agreement between the exhibitor and Liquid Youth. It is expected from the exhibitor, it's employees and all it's authorized booth staff to adhere to these rules and regulations and the exhibitor undertakes to inform all of them accordingly and to ensure that each of them conduct themselves in a professional manner throughout the convention. 2. Definition Any reference to "exhibitor" also means a reference to "company". Any reference to "space" means "booth", "stand", "exhibition space" or "booth space". Any reference to "exhibition" also means a reference to "Annual Meeting" and "Congress". Any reference to "SA5M" also means "Congress". Any reference to “Liquid Youth” also means Liquid youth (Pty) Ltd and organizer of the event. 3. Advertising and Publicity Exhibit items, advertising literature, leaflets or pamphlets that are distributed may contain only recognized indications and claims. Advertising materials, other than official SA5M advertising programs, may not be distributed outside the exhibitor’s booth, ie. distribution of flyers, congress announcement(s), handbills, invitations, magazines or other advertising materials, whether it be in any part of the convention center or hotels used by or under the auspices of the SA5M during the Annual Meeting or other hotel or hotel rooms of attendees. The distribution of leaflets can only be made on the stands. No Public Address systems or electronic enhancers are allowed to be used to advertise goods or services etc. The publishing of prices and the distribution of samples for advertising purposes are subject to the local Medico-legal and other general medical legal regulations of the South Africa. 4. Exhibitors Identification All representatives of exhibiting companies must register and wear an official exhibitor’s badge for admission to the exhibit hall for the duration of the Congress. Badges are restricted to the amount indicated on the acceptance form and will not be transferable or lent to everyone wishing free access to the meeting. The violation of this rule will cause the exclusion of the representative. Nobody without badges will be admitted into the exhibit area. An exhibitor’s badge in itself will not allow access to conference rooms. 5. Booth Activities, Demonstrations, and AV Equipment Erection of Booths The particular decoration of the stands is carried out by the exhibitors and under their own responsibility as well as set out in the rules as laid down by the Cape Town International Convention Centre www.capetownconvention.com . Exhibitors must have their preparation done and on the eve before the opening of the Congress. Any exhibition booths or sites not occupied on opening of congress, could without notice be allocated by Liquid Youth to another exhibitor, without any claim for damage or refunding of the sums paid by the defaulting exhibitor. Safety Measures Before the formal opening, each exhibition booth will be inspected for adherence to all statutes and regulations. In the event of the exhibitor failing to rectify any non-compliance within the time so stipulated by Liquid Youth, Liquid Youth will suspend, stop and prevent the exhibitor from exhibiting and terminate this agreement. In such event the exhibitor shall have no claims for damages whatsoever against Liquid Youth. Appearance of Booths The booths must be held in a constant state of impeccable cleanliness. They must remain furnished throughout congress. It is not allowed to leave goods covered during the opening hours. Nobody is authorized to abandon their stand in order to canvass his/her company’s goods. You are not allowed to run a publicity campaign or stunt except within your designated booth area or a workshop. Booth Activities The exhibitor is permitted to display, advertise, promote and demonstrate the firm’s equipment, make informational presentations regarding the product line or service, may distribute product information and conduct related product marketing activities from the exhibit booth. Within the technical exhibit booths, physicians are permitted to perform presentations / demonstrations. Demonstrations and Presentations Product and service demonstrations may be conducted by professional presenters or models. However, demonstrations are to be to the point; professional and non-combative in nature and must avoid the use of sideshows, excessive noise, heat or light. All demonstrations shall be confined to the space allocated to each exhibitor and exhibit personnel or devices may therefor not operate outside the booth space assigned. Attire Attire of demonstrators and booth staff shall be consistent with the professional atmosphere of the SA5M Congress. This includes relaying between booths of an exhibitor with multiple booths. Should visitors to and spectators of any booth demonstration interfere with normal aisle or overflow into neighboring exhibit space, the presentation must be limited or sus-pended. Daily opening and closing of Booths It is recommended to the exhibitors not to give up the stands as long as the visitors are still present in the halls, and therefore remain present at their stands for the periods of daily assembly and disassembling. In spite of the night watching, Liquid Youth will not be liable for any damages, theft or losses that may arise during closing periods. Dismantling of Booths It is forbidden to dismantle stands before the closing of the Congress, unless written authoriza-tion of Liquid Youth has been obtained. Until dismantling and removal of the stands on closing of the Congress have been completed, all exhibitors will be obliged to man and control their stands to avoid losses and thefts and project their interest and property. Damage or Destruction The exhibitors will have to leave the exhibition space occupied by them, and in particular any fitted carpet of stand, in the same condition they found them. The exhibitor is prohibited from nailing, screwing, sticking, etc in or onto any part of the structure of the convention centre. Any damages suffered and thus claimed by the owner of the convention centre because of non-compliance of the aforementioned will be for the account of the exhibitor. It is absolutely prohibited to carry out any form of conversions or adjustments on existing conduits of water, compressed air, the electric circuits, telephone, hoist, water pipelines or of draining, elevator, demounting of the gates, fixings of antennas, etc. Machines in Demonstration All the machines in demonstration must be equipped with the required safety devices and those with mobile function, may not be left unattended by the exhibitor. AV Equipment The use of other than closed-sound systems will be permitted only with the prior written approval of the SA5M President. Any exhibit may be suspended by Liquid Youth if deemed by the EMAA, in its sole discretion, to have an excessive noise level. Exhibitors are responsible for obtaining appropriate licenses for any copyrighted music used in connection with their exhibit. Rental of AV equipment can be done so by contacting www.oasysinnovations.co.za 6. Contests and Drawings Prize contests, awards, drawings, raffles or lotteries of any kind held at any time within the allocated booth area are permitted. 7. Laser Precautions In keeping with the recommended safety precautions for lasers, the EMAA has adopted the following policies for laser exhibitors in the exhibit area:
Photographs and video taping are only permitted of your own exhibit booth, activities, and personnel. No exhibitor may photograph or video tape another company’s exhibit booth or demonstrations. Programs presented at the Annual Meeting are for the education of attendees and purchasers of recorded presentations as authorized by the SA5M. Any unauthorized use of program content, the name of an SA5M speaker and/or program title, or the name of SA5M without the written consent of the SA5M is prohibited and will be grounds for termination of exhibitor privileges and prosecution for infringement of the copyright laws. For clarification purposes of the aforesaid, ‘program content’ includes, but is not limited to, oral presentations, audio-visual materials used by speakers and program papers, outlines, and other hand-outs. 9. Selling and Order Taking Sales are permitted if transactions are conducted in an appropriate professional and business-like manner. SA5M reserves the right to restrict sales activities that it, in it's sole discretion, deems inappro-priate or unprofessional. It is the responsibility of each exhibitor to invoice, collect and remit all sales taxes. 10. Seminars, Workshops, and Educational Programs Companies exhibiting at SA5M programs will be required, as a condition of their participation as exhibitors, not to sponsor conflicting events. Conflicting events are scientific or educational meetings of interest and relevance to dermatologists, aesthetic practicians, plastic sur-geons...(including but not limited to lectures, presentations, seminars or workshops) that are scheduled during the same time frame encompassed by the Congress. If there is any uncertainty/concern that an activity might be conflicting with the SA5M’s guide-lines, the onus is on such company to submit the activity for approval. Violations of any of the above SA5M policies/guidelines may result in the denial or suspension of exhibit space at future SA5M meetings. 11. Opening and Closing Times As a courtesy to the physicians attending and to your fellow exhibitors, all exhibition booths must be open and manned at the officially designated time each morning and staffed through-out each day of the meeting until the scheduled closing time. 12. Transfer or Subletting of Space No part of any exhibit space assigned to an exhibitor may be transferred, reassigned, sublet, or shared with any other party. 13. Punitive Action for Violations Specific punitive actions may be taken against companies who have violated any provision of these rules and regulations. 14. Assurance It shall be the responsibility of each exhibitor to maintain such comprehensive insurance against injury to person or damage or loss of property in such amounts as are consistent with industry and conference standards inclusive but not restricted to theft, fire, Act of God, force majeure, etc. Insurance protection will not be afforded to the exhibitor either by the Liquid Youth or by the convention center. In the light of the aforesaid, the exhibitor indemnifies all of the following against any claims by any third party:
15. Provision of Exhibition Space Restricted
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