The European Society of Surgical Oncology presents its 32nd Congress: Individualising Cancer Surgery
19-21 September 2012 www.essoweb.org
Invitation to Industry
www.ecco-org.eu
valencia , spain
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Organising & Scientific Programme Committees
Organising Committee INVITATION TO INDUSTRY
Peter Naredi President, Scientific Chair Cornelis van de Velde Past-President Graeme Poston President-Elect Thomas Lehnert Honorary Secretary Tibor Kovacs Honorary Treasurer Santiago Gonzalez-Moreno Congress Chair
Scientific Committee Peter Naredi President, Scientific Chair Cornelis van de Velde Past-President Graeme Poston President-Elect Thomas Lehnert Honorary Secretary Tibor Kovacs Honorary Treasurer Santiago Gonzalez-Moreno Congress Chair Riccardo Audisio Education Chair Theo De Reijke Board member Ibrahim Edhemovic Board member Serge Evrard Board member Thomas Grünberger Board member Krzysztof Herman Board member Marjut Leidenius Board member Donatto Nitti Board member Schlomo Schneebaum Board member
Important: This Invitation to Industry has been compiled by ECCO - the European CanCer Organisation. A successful application made by a company wishing to participate at the ESSO 32 Congress will imply full acceptance of the requirements and policies contained within this document as well as the technical specifications in the forthcoming Exhibitor Manual - to be published online on the Congress website www.ecco-org.eu, as of May 2012. Please read this Invitation to Industry carefully and circulate appropriately within your company and/or related agencies. The current document presents the structure of the product offering. Further technical specifications will be published in the Exhibitor Manual.
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Table of Contents Letter of Welcome
4
Save the Dates
5
ESSO 2010: Statistical Report
6
Previous ESSO Congress: Attendance
ESSO 2010: Demographics & Statistics
Provisional Programme
6 7-8
9
ESSO 32: Sponsorship Opportunities at a Glance
12
Educational Opportunities
14
Sponsorship & Advertising
Educational Opportunities
13
14
Satellite Symposia
14
Educational Grants
20
Exhibition
21
Floor Plan
21
General Information & Rates
22
Conditions of Participation
27
Guiding Principles
29
Stand Construction
33
Advertising & Sponsorship
42
Congress Materials
42
Congress Services
43
Advertising 43
Payment & Cancellation Policy
44
Group Registration
47
Accommodation, Meeting Rooms & Social Event
48
Application Forms & Contracts
49
Contact Information
62
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Letter of Welcome
Designed to promote the highest standards of surgical care in the management of patients with solid tumours, the general theme for the 2012 Congress is Individualising Cancer Surgery. The highly valued scientific programme includes a first class panel of speakers presenting on the very latest trends and developments within the field. Back by popular demand are the Plenary Debate Sessions and ‘Meet the expert’ Breakfast Sessions and because we recognise the importance of a multi-professional approach to cancer patient care, the number of Joint Society Sessions, involving experts in different disciplines, has also been increased for 2012. An integral part of ESSO 32 is the Exhibition & Sponsorship elements of the Congress. They not only provide participants with additional educational opportunities, but also an excellent platform for networking and a perfect opportunity to gain further insight into cutting edge technology, latest healthcare solutions and services within the cancer surgery field. ESSO 32 industry partners will have the chance to meet and consult with Congress participants seeking tailored solutions that may help them in their daily research activities, diagnosis and patient care. With a projected attendance of well over 800 delegates from 60 countries, up to 100 invited leading cancer experts and a venue on the beautiful Mediterranean coast, ESSO 32 has all the ingredients for an outstanding scientific, educational and social event. Your company’s support, participation and expertise are critical to the success of ESSO 32. We therefore hope that we can count on your continued collaboration in whatever form may be suitable for you. We look forward to working with you towards September 2012.
Santiago Gonzalez-Moreno Congress Chair
Peter Naredi ESSO President & Scientific Chair
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INVITATION TO INDUSTRY
On behalf of the European Society of Surgical Oncology (ESSO), we would like to extend a warm invitation to both previous and potential industry partners to participate at the 32nd ESSO Congress. ESSO 32 will be celebrated in Spain’s third largest city, Valencia from the 19-21 September 2012.
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Save the Dates Abstract Submission Abstract Submission Opens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 February 2012 Abstract Submission Closes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12 April 2012
Deadline receipt of the full payment for bookings made before 14 August 2012 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . within 60 days of the invoice date Deadline receipt of the full payment for bookings made after 14 August 2012 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . within 30 days of the invoice date Deadline receipt of detailed stand drawing (PDF-file) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 July 2012 Deadline receipt of names for exhibitor badges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 August 2012
Registration Early rate group registration closes (receipt of payment) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 May 2012 Regular rate group registration closes (receipt of payment) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 August 2012 Late rate group registration closes (receipt of payment) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 September 2012 Deadline receipt of full names/addresses of all group participants . . . . . . . . . . . . . . . . . . . . . . . .20 August 2012 Deadline receipt of full names and professional details of participants . . . . . . . . . . . . . . . . . 20 August 2012 for the free registrations linked to sponsorship packages
Satellite Symposia Deadline receipt of the full payment for bookings made before 14 August 2012 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . within 60 days of the invoice date Deadline receipt of the full payment for bookings made after 14 August 2012 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . within 30 days of the invoice date Deadline receipt of the draft programme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 April 2012 Deadline receipt of the final programme for insertion in the Programme Book . . . . . . . . . .20 June 2012
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INVITATION TO INDUSTRY
Exhibition
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ESSO 2010: Statistical Report
INVITATION TO INDUSTRY
Previous ESSO Congress: Attendance 1000 922
887
900 814 800
700 579
600
500 442 397
400
300
200
100
0 Groningen
The Hague
The Netherlands
Lille
Budapest
Venice
France
Hungary
Italy
The Netherlands
ESSO 2000
ESSO 2002
ESSO 2004
ESSO 2006
ESSO 2008
Bordeaux France
ESSO 2010
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ESSO 2010 Participating Regions 1,69% 1,80% 1,80% 0,23% 2,48% 6,20% INVITATION TO INDUSTRY
Europe - Eu 13,64%
Europe - Non-Eu Asia Middle East North America Far East
7,22%
South America 64,94%
Australia/Oceania Africa
Top 6 Countries France
14,1 %
The Netherlands
13,5%
UK
7,9 %
Germany
4,1 %
Poland
4,1 %
Italy
3,7%
Other
17,6%
More detailed statistics are available upon request. Please contact Bruno De Man at:
[email protected]
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ESSO 2010 Delegate Profile: Specialty Surgery Oncology Surgery 16%
General Surgery INVITATION TO INDUSTRY
Breast Surgery 1% 1% 2%
35%
Colorectal Cancer Surgery Oncology
2%
Digestive Surgery
2% 2%
Breast Cancer
2%
HPB Surgery
4%
Gynaecology Head and Neck
6%
Plastic Surgery 8%
19%
Other
ESSO 2010 Delegate Profile: Place of Work 2%
3%
4%
University Hospital
4% 28% 6%
General Hospital Cancer Centre Industry Cancer research Centre University Private Practice Other
25% 28%
More detailed statistics are available upon request. Please contact Bruno De Man at:
[email protected]
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Provisional Programme
Auditorium 1 (1500 pax)
Auditorium 2 (467 pax)
Auditorium 3 (259 pax)
Room 1+2 (137 pax)
09:00
Registration
11:30 13:00
Coffee/Poster Viewing/ Exhibition
12:00 13:30
Satellite Symposia
13:30 13:40
Welcome
13:40 15:10
15:15 16:45
Keynote Symposium Individualising Cancer Surgery
Joint Symposium ESSO/ESMO/ESTRO
Proffered Papers
Individualising Cancer Care
16:45 17:15 17:15 18:45
18:45 20:15
Room 3+4 (102 pax)
Proffered Papers ESSO Major Fellowship Lecture 2011 (15’)
Symposium Melanoma Treatments
Video Session/ Proffered Paper Forum
Coffee Break Joint Symposium ESSO/SSO The Future Trial in Cancer Surgery
Symposium Upper GI - Neodjuvant and Surgical Treatment
Symposium Non-resection Locoregional Treatments for Liver Metastases
Proffered Papers
Video Session/ Proffered Paper Forum
Welcome Reception
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INVITATION TO INDUSTRY
Wednesday 19 September 2012
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Provisional Programme Thursday 20 September 2012 Auditorium 2 (467 pax)
Auditorium 3 (259 pax)
Room 1+2 (137 pax)
08:00 08:45
Meet the Expert Breakfast Session 1
Meet the Expert Breakfast Session 2
Meet the Expert Breakfast Session 3
Radioguided Occult Lesion Localisation (ROLL)
Methodology of Designing Clinical Trials
Meet the Expert Breakfast Session 4
09:00 10:30
Spanish Society of surgical Oncology
Oncoplastic Surgery
In ENGLISH
11:00 12:30
Symposium
Symposium
Breast Cancer Tailoring Mastectomy
Tailored Treatment in Thyroid Cancer
Clinical Application of Genomic Profiling
Video Session/ Proffered Paper Forum
Coffee Break
N. O' Higgins Award Session
12:30 14:00 14:00 15:30
Liver Metastases
Symposium
10:30 11:00
Room 3+4 (102 pax)
Video Session/ Proffered Paper Forum
Proffered Papers
Lunch/ Poster Viewing / Satellite Symposia
Plenary Debate
15:30 Lifetime 16:00 Achievement Award 16:00 16:30 16:30 18:00
Coffee Break Joint Symposium ESSO/ESCP/ESES Open vs Laparoscopic Rectal Cancer Surgery
Proffered Papers
Symposium Personalised Breast Cancer Surgery
Proffered Papers
18:15 19:00
General Assembly
21:00
Congress Networking Party
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INVITATION TO INDUSTRY
Auditorium 1 (1500 pax)
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Provisional Programme Friday 21 September 2012
Meet the Expert 08:00 Breakfast Session 5 08:45 Managing the Empty Pelvis
09:00 10:30
Joint Symposium ESSO/EAU Robotic Assisted Surgery in Pelvis
Auditorium 2 (467 pax)
Auditorium 3 (259 pax)
Room 4 (137 pax)
Meet the Expert Breakfast Session 6
Meet the Expert Breakfast Session 7
Meet the Expert Breakfast Session 8
Technical Aspects of HIPEC
Publishing (EJSO) Workshop
Melanoma Surgery
Proffered Papers Young investigator Award
Combining European Audits: the EURECCA Project
10:30 11:00 11:00 11:30
11:30 13:00
16:00
Proffered Papers
Room 5 (102 pax)
Proffered Papers
Coffee Break
Keynote Lecture Image Guided Surgery
Proffered Papers
13:00 14:30 14:30 16:00
Symposium
INVITATION TO INDUSTRY
Auditorium 1 (1500 pax)
Debate
Symposium
Management of the Primary Tumour in Metastatic (Incurable) Diseases
Surgical Controversial Issues in Management of NeuroEndocrine Surgery
Proffered Papers
Proffered Papers
Lunch/ Poster Viewing / Satellite Symposia Joint Symposium Surgical Resection Margins 21st Century Cancer Surgery: Do Resection Margins Still Matter?
Symposium EYSAC Meet the Leaders in Oncology
Symposium What Do We Do When You Have Metastases With Unknown Primary?
Symposium Regional Therapy
Farewell & Poster and Video Awards
Please note that this programme is provisional and therefore subject to change
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ESSO 32: Sponsorship Opportunities at a Glance Educational Opportunities INVITATION TO INDUSTRY
Satellite Symposia Slots & Rates Wednesday 19 September 2012 Capacity Time Rate Auditorium 3 250 12:00-13:30 18.700 EUR Committee Room 1+2 140 12:00-13:30 14.500 EUR Thursday 20 September 2012 Auditorium 2 460 12:30-14:00 30.000 EUR Auditorium 3 250 12:30-14:00 22.000 EUR Friday 21 September 2012 Auditorium 2 460 13:00-14:30 30.000 EUR Auditorium 3 250 13:00-14:30 22.000 EUR
Educational Grants We would be delighted to receive support for the Congress by way of educational grants, and to fully acknowledge this support at the Congress and in supporting materials. Platinum Partner 25.000 EUR Gold Partner 12.500 EUR Silver Partner 5.000 EUR
Exhibition Space Early Rate Applications submitted by 31 May 2012 310 EUR per sqm Regular Rate Applications submitted after 31 May 2012 385 EUR per sqm Medical Societies 130 EUR per sqm
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Sponsorship & Advertising Congress Materials (all exclusive of production costs) Congress Bags 3.000 EUR Congress Lanyards 1.750 EUR Congress Pens & Notepads 1.250 EUR INVITATION TO INDUSTRY
Congress Services Internet Zone 6.000 EUR
Advertising Advance Programme/Call for abstracts - Outside back cover Bag insert ESSO 34 First Announcement - Outside back cover
2.500 EUR 800 EUR 3.000 EUR
ESSO Corporate Members Advantages: • 30 day priority on the right of choice • 15% discount on satellite room rental • 10% discount on educational grants, exhibition space, sponsorship & advertising
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Educational Opportunities Satellite Symposia INVITATION TO INDUSTRY
Companies are invited to organise commercially sponsored scientific sessions as part of ESSO 32. These sessions are the perfect forum through which industry can connect and communicate with their target audience, presenting cutting edge technology and developments. Satellite Symposia will take place in the meeting rooms of the Congress venue - Valencia Congress Centre.
Unofficial Satellite Symposia and Other External Meetings Companies are not permitted to organise unofficial Satellite Symposia or similar corporate-organised events during the period extending from 1 hour before the official start of the Congress (Wednesday 19 September at 13:30) until and including the last hour of the Congress (Friday 21 September at 16:00). During the Congress days, the same rule applies: unofficial Satellite Symposia and other external meetings are not permitted from 1 hour before the start of the first session (08:00) until and including the end of the last session.
Satellite Symposia Slots & Rates Wednesday 19 September 2012 Room
Timing
Pax
Rental rate
Auditorium 3
12:00 - 13:30
250
18.700 EUR
Committee Room 1+2
12:00 - 13:31
140
14.500 EUR
Thursday 20 september 2012 Auditorium 2
12:30 - 14:00
460
30.000 EUR
Auditorium 3
12:30 - 14:01
250
22.000 EUR
Friday 21 september 2012 Auditorium 2
13:00 - 14:30
460
30.000 EUR
Auditorium 3
13:00 - 14:31
250
22.000 EUR
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ESSO Corporate Members Advantages:
30 day priority on the right of choice prior to the launch of the ITI to all prospects 15% discount on satellite room rental
Rates include: Room Rental Standard setup (theatre style with stage, lectern and speaker table) AV equipment and services: amplification data projection technician Use of the Speaker Preview Room for Satellite Symposium Faculty Use of the Congress logon on invitations and promotional documentation One-time use of the pre-Congress mailing list (available as of 22 August 2012) Publication of the Satellite Symposium Programme in the Programme Book Please note: the final Satellite Symposium Programme must be received by the ESSO 32 Secretariat on or before the deadline of 20 June 2012.
INVITATION TO INDUSTRY
Appointed agencies Applications for Satellite Symposia must be submitted by the company under whose name each Satellite Symposium is to be organised. Please note that all relating correspondence must be made exclusively between this company and the ESSO 32 Secretariat. Please note: The correspondence for the above items must be made exclusively between this company and the Congress Secretariat.
Companies should inform the Congress Secretariat in writing the name of the appointed agency for each Symposium as direct requests from agencies will not be taken into consideration. It is not the role of any given agency to make initial enquiries or reservations with the Secretariat independently from the company. The company is responsible for communicating these regulations to its staff and appointed agencies. The named agency cannot fully act as if it were the company itself and the company will continue to be held entirely responsible and accountable for activities organised in its name.
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Exhibition stand To obtain permission to hold a Satellite Symposium, an exhibition stand of a minimum of 6 sqm is required. Cancellation of exhibition space will result in the cancellation of the Satellite Symposium.
Application INVITATION TO INDUSTRY
A Satellite Symposium request can be submitted by completing and returning the enclosed Satellite Symposium Application Form and Contract to the ESSO 32 Secretariat. The maximum number of Satellite Symposia authorized per company is 2 slots. Satellite Symposia slots will be allocated on a first come, first served basis. In signing the application form, companies declare their acceptance of all Congress regulations. Please refer to page 44 for the payment and cancellation policy.
Programme In order to avoid overlap with the official scientific programme and to ensure the scientific quality and scope, all Satellite Symposia programmes need to be submitted for review and approval by the ESSO 32 Scientific Committee. Companies are strongly encouraged to establish a multidisciplinary programme in line with the general concept of the ESSO 32 scientific programme. The ESSO 32 Scientific Committee makes the final decision on whether an application be accepted or rejected and is not held to justify its decision. No appeal is possible. Once the title, programme and detailed content have been approved, changes cannot be made without the specific approval of the ESSO 32 Scientific Committee. A draft programme including the title of the Satellite Symposium, Chair, speakers and titles of all presentations should be sent to the ESSO 32 Secretariat before 11 April 2012. The final programmes will be published in the Satellite Symposia section of the official Conference Programme Book if received no later than 20 June 2012. Satellite Symposia Abstracts related to Satellite Symposia are not be published in the official Abstract Book.
Promotional opportunities
The sponsoring company will ensure that all publications referring to the Satellite Symposia clearly state: ‘Official ESSO 32 sponsored Satellite Symposium’ to avoid any confusion with the ESSO 32 main scientific programme.
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Congress logo
Promotion at the Congress Venue
One poster board will be made available in the Registration Area for each Satellite Symposium organiser, to be used for displaying a poster announcing the Satellite Symposium on the day it is held. One poster board will also be made available immediately outside the session hall during the hour preceding the Satellite Symposium, to be removed immediately after the end of the Symposium. Satellite Symposium organisers are permitted to have a limited number of staff distributing flyers announcing the Satellite Symposium on the day itself. The exact ration will be announced in the Exhibitor Manual. Staff will be restricted to the ground floor Entrance Hall area of the Valencia Conference Centre. Signposting at the Congress Venue other than the described above is strictly forbidden. Failure to observe this clause shalll render the company liable to a fee of up to 25% of the total Satellite Symposium rental cost. Important: Satellite organisers should not leave unused invitations or material at the Congress Centre. In the case of non-compliance, an additional cost will be charged for removal.
Promotion at the Congress hotels Provided authorisation is granted by the respective hotel management, leaflets can be placed at the check-in or a poster can be displayed in the lobby of the hotels. No other means of promotion are allowed in the hotels. Advertising on hotel key cards/door drops is not permitted. Promotion other than listed in this Invitation to Industry is strongly discouraged and any initiative or proposal is subject to the approval of the organiser. Proposals should be sent to the Congress Secretariat. Violation of this regulation may result in expulsion without any indemnity.
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INVITATION TO INDUSTRY
The Congress logo can be obtained in EPS format from the Congress Secretariat. It is important that the elements of the logo remain consistent. Do not attempt to redraw the lettering, manipulate or alter the relative position of any elements and images. Prior to reproducing the Conference logo on any collateral, a good-for-print proof should be sent to the ESSO 32 Secretariat for approval. It is forbidden to add text or insert any logos/images within the area marked around the Congress logo. The original colours used in the logos should be respected. For further technical information please contact the ESSO 32 Secretariat. Unauthorised use of the Congress logo is strictly prohibited and it may not be used on the actual PPT presentations of Satellite Symposia speakers.
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Attendance The Satellite Symposium must be open to all registered participants. All Satellite Symposia attendees will be required to wear a badge.
Catering
Access - badges
All persons involved in the operation of the Satellite Symposia (film crew, technicians, speakers, etc.) and all Satellite Symposium participants must have a valid access pass. ‘Satellite Symposium only’ badges can be ordered in advance, upon pre-registration. They will not be available before the Congress. Badges can be collected on-site on the day of the Satellite Symposium from 08.00.
Setup and dismantling
Companies must adhere to the indicated start and end times of the reserved time slot. Extensions beyond the assigned timings are not allowed under any circumstances. Companies will have access to the hall where the Satellite Symposium will be held one hour before the assigned starting time, Congress Scientific Programme permitting. The hall should be completely vacated immediately after the Satellite Symposium ends. Companies are responsible for removing all materials, waste, etc. from the room. Installations or alterations to the rooms and the standard set-up can only be made with the explicit approval from the Congress Secretariat.
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INVITATION TO INDUSTRY
Suitable space permitting, Satellite Symposium organisers may arrange catering before/after Satellite Symposia. Considering the time slots offered Satellite Symposium organisers are encouraged to organise lunch for Satellite Symposia participants. This can only be done using the official ESSO 32 caterer. Receptions cannot be organised during a session of the official Congress Scientific Programme. Reception space must not be used for entertainment, poster displays, presentations or any other promotional purposes. Reception space must be open to all registered participants.
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Speaker Preview Room ESSO offers computerised presentation facilities (central network) for all lectures. Satellite Symposium organisers are entitled to make use of the Speaker Preview Room. Opening times will be communicated in due course in the Exhibitor Manual.
Conference material
Giveaways Gadgets that are distributed to participants should be professional in nature and should not exceed a maximum value of 5 EUR per item. Sharp, pointy or dangerous objects are not allowed. The organiser reserves the right to request invoices of the gadgets at any time. More details about standard stage set-up, features of the room, technical equipment, catering possibilities and order forms for additional services will be available in the Exhibitor Manual by May 2012. Please refer to page 44 for the payment and cancellation policy.
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INVITATION TO INDUSTRY
Each Satellite Symposium organiser is entitled to 2 free Congress bags including all Congress material.
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Educational Grants
ESSO 32 Platinum Partner Exclusive Educational Grant at the rate of 25.000 EUR BENEFITS: Acknowledgement as ‘Platinum Partner’ on the Congress and ESSO website, in all official ESSO 32 publications and on site Free floor space for the first 9 sqm reserved 10 complimentary Congress registrations 1 free insert in the Congress bag (DIN A4, max. 2 pages) 6 complimentary tickets to the Congress Networking Party
ESSO 32 Gold Partner Educational Grant at the rate of 12.500 EUR BENEFITS: Acknowledgement as ‘Gold Partner’ on the Congress and ESSO website, in all official ESSO 32 publications and on site 5 complimentary Congress registrations 1 free insert in the Congress bag (DIN A4, max. 2 pages) 4 complimentary tickets to the Congress Networking Party
ESSO 32 Silver Partner Educational Grant at the rate of 5.000 EUR BENEFITS: Acknowledgement as ‘Silver Partner’ on the Congress and ESSO website, in all official ESSO 32 publications and on site 1 free insert in the Congress bags (DIN A4, max. 2 pages) 2 complimentary tickets to the Congress Networking Party
ESSO Corporate Members Advantages:
30 day priority on the right of choice prior to the launch of the ITI to all prospects 10% discount on educational grants
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INVITATION TO INDUSTRY
ESSO 32 Educational Grants significantly contribute to promoting education enhancing the Congress experience for all participants. Three distinct levels of sponsorship are offered: ESSO 32 Platinum Partner ESSO 32 Gold Partner ESSO 32 Silver Partner
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Exhibition
Bewerkt_FloorplanESSO.pdf
1
8/09/11
17:09
Floor Plan INVITATION TO INDUSTRY
Auditorium 3
Auditorium 2
Auditorium 1
Registration Area
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General Information & Rates Companies are invited to participate in the ESSO 32 Exhibition to showcase their corporate identity, products, services and activities to Congress delegates.
Rates 310 EUR/sqm excl. VAT
INVITATION TO INDUSTRY
Early rate:
Applications submitted before 1 June 2012 Standard rate:
385 EUR/sqm excl. VAT
Applications submitted after 1 June 2012 Reduced rate: Medical societies
130 EUR/sqm excl. VAT
ESSO Corporate Members Advantages:
30 day priority on the right of choice prior to the launch of the ITI to all prospects 10% discount on exhibition space rental rate
All rates cover floor space only - they do not include the construction of a modular booth or other extras. The minimum exhibition space is 6 square metres and must be a minimum of 2 metres in depth. An exhibition booth should have walls and be carpeted. A basic exhibition booth (walls, carpet, company sign and light) can be ordered with Valencia Conference Centre. Further information and order forms can be found in the Exhibitor Manual, to be released in May 2012. For some locations, companies renting separate spaces are allowed to visually link these up by carpeting the aisles in-between, provided an additional rental rate of 30% of the standard rate is paid for the total surface of the aisle. No constructions of any description are allowed in the aisles. Companies renting aisle space are allowed to brand the aisle carpet with the company logo.
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Procedure Outline This overview highlights the procedures to be followed in order to participate in the ESSO 32 Exhibition. We kindly ask you to refer to the rest of this section for further details. More information is available by contacting Elisabeth Koeck at the ESSO 32 Secretariat via Email at:
[email protected].
1. 2.
3. 4.
5. 6.
7.
Study the floor plans and choose your preferred stand locations (list more than 1 option). Complete and sign the Exhibition Space Application Form and return it to Elisabeth Koeck at the ESSO 32 Secretariat via Email:
[email protected], or by Fax: +32 (0)2 775 02 00. Applications will be considered on a first come, first served basis. Ensure the full fee invoiced has been paid by the deadline on your invoice to retain the stand location you have been assigned. Carefully read the Exhibitor Manual which will be released in May 2012 and posted online. Each industry contact will be notified by Email. Each company is responsible for providing their agencies or contractors with the information included in the Manual: information regarding preparation for the Congress including exhibition logistics (i.e. setup and dismantling procedures, delivery details, exhibitor badges orders), Satellite Symposium arrangements as well as details concerning transport and access. Submit a detailed stand drawing to the Congress Secretariat by 18 July 2012. Without an approved drawing the stand may not be constructed. Send a 50 word description of your company and contact information to Elisabeth Koeck by Email:
[email protected] before 20 June 2012 for publication online and in the Programme Book. Companies will be offered the possibility to include their corporate logo to enhance their profiles at an investment of 100 EUR. Companies wishing to include their logo should send this in EPS version to Elisabeth Koeck. Note: Logos will be printed in black and white in the Programme Book. Send your request for Exhibitor badges using the form provided in the Exhibitor Manual (number of free badges depends on exhibition area rented) to Riitta Kettunen at
[email protected] by 20 August 2012.
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INVITATION TO INDUSTRY
Please read the guidelines carefully and distribute accordingly within your company and/or related agencies.
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Admissible Exhibits
Exhibitor Badges Only exhibiting companies can have Exhibitor badges. It is essential that the company name is the same as is provided for the Exhibitor listing. Exhibitor registration is reserved for staff working directly in the organisation and management of exhibits, Satellite Symposia and sponsored activities. Individuals wishing to visit the exhibition should purchase a delegate registration (full or day access). The practice of selling or promoting a product or service outside of a registered exhibit area is strictly forbidden.
Exhibitor Registration Exhibitors must wear their official ESSO 32 badges ensuring that they are clearly visible at all times when in the Exhibition Area or any other part of the building. The wearing of any other badge, including company ID badges is not sufficient and will be considered as a breach of the guidelines.
Validity Exhibitor badges will allow access to the Exhibition Hall only. When companies apply for badges it is understood that they will only provide them to company employees. Proof of affiliation can be requested.
Exhibitor Badges with Company Name and/or Individual Name Companies are at liberty to choose how their badges are inscribed, for example, company name only or badge wearer’s name and company. Simply indicate your preference when completing the Exhibitor Badge Form. Free exhibitor badges must be ordered by 20 August 2012.
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INVITATION TO INDUSTRY
The ESSO 32 Exhibition is a technical and scientific display of current and future healthcare practices, goods and services in the oncology field. Industry active in the research, production, approval, marketing and distribution of such goods and services are invited to participate. In addition, certain other types of business are also invited to exhibit: publishers, booksellers, food and nutrition specialists, companies advertising sports and healthy-lifestyle goods as well as non-for-profit healthcare organisations and academic institutions. ESSO reserves the right to refuse admittance of inappropriate or non-oncology related products or services to the exhibition unless they are deemed by ESSO to add value to the overall Congress experience for delegates.
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Allocation of Exhibitor Badges Exhibitors are entitled to a certain number of these badges free of charge if ordered within the given deadlines. The number of free badges for each exhibitor will be determined according to the floor space allocated: No. of free exhibitor badges:
6 - 9 sqm
2
10 - 15 sqm
3
16 - 21 sqm
4
22 sqm and above
5
Extra exhibitor badge fee:
50 EUR excl. VAT per badge
Exhibitor Badges can be collected from the Exhibitor Registration Desk. They are not sent in advance of the Congress.
Additional Exhibitor Badges If the number of free exhibitor badges is insufficient, extra badges may be purchased at the rate of 50 EUR per badge. All exhibitor badges must be ordered using the Exhibitor Badge Form which will be in the Exhibitor Manual. Additional exhibitor badges must be ordered by 20 August 2012. Exhibitor badges ordered on-site must be paid for directly at the time of collection from the Exhibitor Registration Desk either in cash or by credit card (Visa, MasterCard, Amex). Lost badges will not be replaced. In this case a new exhibitor badge may be ordered. Unused badges will not be credited, regardless of circumstances.
Access to the Exhibition Area Stand personnel wearing an exhibitor badge may enter the Exhibition Hall before the opening of the Exhibition. Detailed access times will be available in the Exhibitor Manual.
Working Passes In the interest of safety, only those individuals directly responsible for the construction and dismantling of exhibits will be granted access to the Exhibition Hall during setup and dismantling periods. To this end, working passes will be given out by the official logistics partner at the freight entrance during the setup and dismantling phases. Registered exhibitors may access the Exhibition hall during setup and dismantling times by showing their exhibitor badge at the entrance. Delegates should not pass through the Exhibition area beyond Exhibition opening times, however we strongly urge you to secure your stand against theft or damage when the stand is not staffed. We also recommend exhibitors to arrange adequate insurance coverage. Neither ESSO nor Valencia Conference Centre will be liable for any losses, unless a negligent act or omission on the part of either party or its staff has been identified. A detailed exhibition access schedule will be available in the Exhibitor Manual. 25
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Stand size between:
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Congress Material Each exhibiting company is entitled to free ESSO 32 delegate bags including all Congress materials. The number assigned is based on the exhibition area rented. No. of free exhibitor badges:
6 - 9 sqm
1
10 - 15 sqm
2
19 sqm and above
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Stand size between:
Tentative Setup and Dismantling Schedule The setup of stands is tentatively scheduled on: Tuesday 18 September 2012
14:00 - 20:00
The dismantling of stands is tentatively schedule on: Friday 21 September 2012
16:15 - 21:30
Tentative Exhibition Opening Times Wednesday 19 September 2012
11:30 - 20:15
Thursday 20 September 2012
10:30 - 18:00
Friday 21 September 2012
10:30 - 16:00
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Conditions of Participation General Conditions Establishment of Rental Contract
Appointed Representatives If an exhibiting company wishes to appoint an agent/stand builder to conduct its affairs at ESSO 32, the agent should be identified on the application form or separately in writing by a person with the corresponding authority. Once appointed, the actions and communications of this agent/stand builder will be treated as though from the exhibiting company. Contractual responsibility remains with the exhibitor. Assignment of Space Stands will be assigned on a first come, first served basis. Payment Deadlines Stand assignments will be cancelled automatically if the stand rental has not been paid within the given time period. In such cases the cancellation fee will be determined as indicated in this Invitation to Industry.
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To apply for exhibition space, please complete and return the corresponding Application Form. Applications will be considered on a first come, first served basis. Only signed application forms will be taken into consideration. By signing the application form, the company accepts the conditions contained in this Invitation to Industry. Confirmation of the allocation of a stand by ESSO in writing constitutes the establishment of the rental contract between the exhibitor and ESSO. A stand assignment and invoice will be sent to the exhibitor. The date of the stand assignment is considered to be the date of stand allocation. If the contents of the stand assignment deviate from the contents of the exhibitor’s application, the contract is based on the stand assignment issued by ESSO unless the exhibitor objects in writing within 2 weeks after the date mentioned on the stand assignment.
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Congress and Exhibition Layout ESSO reserves the right to deviate from the stand confirmation and to allocate a stand in a different location, to alter the size of the stand, to relocate or close entrances and exits on the exhibition grounds and/or in the Congress Centre and to carry out any other structural alterations providing it has a substantial interest in such measures.
Subtenants and Other Represented Companies Sharing the allocated stand area with another company, regardless of whether this company is represented by its own staff (subtenant) or only by its own exhibits (represented company), is not permitted. This applies equally to companies with products or services aligned to a registered exhibitor. Should a registered exhibitor wish to exhibit in association with another organisation, ESSO will endeavour to offer additional exhibit space, where available, under normal conditions of sale. If an exhibiting organisation has multiple corporate identities but shared ownership, the organisational relationship must be made clear to delegates. Transfer – even in part – of the rights and obligations arising from the rental contract to third parties is not permitted. Please refer to page 44 for the payment and cancellation policy.
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ESSO reserves the right to make changes in the layout of the Exhibition, as well as in the stand assignment in the event that unforeseen circumstances make this necessary. Alterations to the agreement will only be made after mutual consultation. If in such cases the interests of the exhibitor are unreasonably impaired, the exhibitor may withdraw from the contract in writing within 1 week after receipt of notification of the type of alteration. ESSO accepts no responsibility for any damage which may result from such changes.
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Guiding Principles Exhibition Area
Hall Information
The rental rate for exhibition space covers floor space only - all extras (modular stand, electricity, furniture, etc.) must be ordered using the corresponding order forms. The maximum building height is 4,50 m. The ceiling height is between 8,60 m and 12.90 m. There is day light in the exhibition area. There are pillars in the exhibition area. The exhibition hall is covered with a concrete floor. Your exhibition space must be carpeted. Tape used to fix carpet needs to be fully removable. The floor bearing capacity (net load) is 500kg/sqm. Power supplies and other utilities will be supplied to stands via the floor. Water connections are only available at certain points. Therefore it is recommended for large stands to build a platform since connections will need to be accessible to different exhibitors. Suspension of banners/signage from the ceiling is not allowed.
Stand Activity and Promotion Each exhibiting company will be listed in the Proceedings Book with the company name, stand number, and company description as well as online at: www.ecco-org.eu. The deadline for submitting your company description is 20 June 2012.
Approval The main activity of any exhibition stand should be the presentation of the exhibiting company and/or its products or services. The use of photographers, portrait artists or other performers is not allowed without the written permission of ESSO.
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The ESSO 32 Exhibition will be held in the Foyer of the Valencia Conference Centre. The rental rate for exhibition space covers floor space only. All services (water, electricity, telephone, compressed air, etc.) will reach stands via the service ducts located within the floor. Connections to these services must only be made by the exhibition services of Valencia Conference Centre.
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Audio and Visual Activities
Photography and Filming
No part of Valencia Conference Centre or the Exhibition may be photographed or filmed without the permission of ESSO or the exhibitor in question. ESSO is entitled to photograph, draw or film the installations and stands, as well as the exhibits and to use these reproductions in its publications and in the press. The exhibitor is entitled to photograph or film his/her own exhibition stand during Exhibition opening hours. Any industry-sponsored closed circuit television programming in hotels should take place outside official Congress hours and should contain content owned by that organisation. Misuse of content owned by ESSO is likely to result in legal proceedings.
Quizzes and Activities with Winners Exhibitors shall refrain from: holding lotteries organising games of chance using ‘market stall’ techniques distributing ‘gimmicks’ without scientific or product references using performing artists Only quizzes with a scientific content can be held at the stand. Any such activity must be approved by ESSO. Interactive technology based quizzes may be accepted provided their focus remains scientific knowledge and they have no negative impact on the Exhibition area or other rules within this document. Quizzes may be held during Exhibition opening hours provided the focus is on the scientific content presented on the exhibit.
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The projection of films and slides, any amplification with the aid of loudspeakers, the production of music and/or sound as well as the use of lighting, computer monitors and television screens is acceptable within the stand space as long as no disturbance is caused. Sound and lighting effects should be contained within each stand area. If ESSO considers that a disturbance is being caused the exhibitor must halt the activity immediately. If not, ESSO reserves the right to make the necessary arrangements at the expense of the exhibitor. Refusal to lower the sound level or abandon an activity upon request will be considered a violation of these regulations. Licensing for copyrighted work is the sole responsibility of the exhibitor.
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Quizzes: Prizes Participation can be rewarded with a prize. However, the prize should be the same for everybody. ‘Drawing winners’ is not allowed.
If the purchase value of a prize is questioned by ESSO, each exhibitor is expected to show proof of purchase value - either before or during the Congress. Non-compliance will be considered a violation of these regulations and dealt with according to the stipulations published in this document. For information ‘carriers’ such as slide sets, CD ROMs, USB sticks, etc., where materials are pre-loaded with non-commercial data, the value of prizes may increase. These stand activities should be ‘low profile’ and no blatant publicity should be made. All prizes must be approved by ESSO.
Giveaways Notwithstanding the legal responsibilities of each exhibitor at his/her own stand; the ESSO 32 Organising Committee has accepted the policy that small giveaways are acceptable at the Exhibition with a maximum retail value of 10 EUR. The distribution of giveaways should be low profile and should in no way overshadow the main activity of the stand. The activity must not disturb neighbouring stands or cause queues outside the stand area. Giveaway items should:
Be legal in the Congress hosting nation, in terms of the item itself and the product it advertises. Not exceed 10 EUR - proof of value must be provided during the Congress when demanded by ESSO, otherwise this will be considered a violation of these regulations. Be safe for the user and not endanger the health of Congress participants or damage the reputation of ESSO.
Distribution or display of materials by an exhibitor or its agents is limited to: the company’s exhibition space only the ‘display area’ which will be specially set up for that purpose and marked as such In the case of printed material, the intellectual ownership of content should not be a cause
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Maximum purchase value of prizes must not exceed 10 EUR and all prizes should be declared to ESSO. Certain items such as digital cameras and MP3 players are not considered appropriate - prize approval is at the discretion of ESSO. For more information on prize approval before placing orders, contact Elisabeth Koeck at
[email protected]. Each exhibitor must declare all prizes in advance with a description and price, sending either a digital image via Email:
[email protected] or a sample by post addressed to Elisabeth Koeck at the ESSO 32 Secretariat, c/o ECCO, Av. Mounier 83, 1200 Brussels, Belgium.
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for dispute and images should not cause offence. Additionally, any quoted references should be clear and follow internationally accepted principles; scientific claims should be based on accepted evidence. ESSO’s decision on such matters will be considered final.
Special Effects
To display or use names or trademarks which may by misleading or cause hindrance to the exhibitors at other stands or to ESSO 32 visitors. Barring exemption applied for and granted, to sell goods against surrender of the purchased items or to receive money in any way for goods sold or offered for sale or for services rendered. To affix sold-tags to goods on display or to cover (parts of) exhibits on the stand. Stands should not be dismantled or removed prior to the end of the exhibition.
Staffing on Stands The space assigned to the exhibitor shall be staffed during the setup, opening and dismantling periods. The exhibitor shall make sure that either he / she or a person authorised by him / her is present at the site at all times. Unattended stands are a security risk to the exhibitor and during opening hours, are discourteous to delegates, fellow exhibitors and ESSO. Such cases will be considered as a violation of regulations.
Promotion Rights The use of any ESSO corporate branding and visuals is strictly forbidden in any advertising, publicity, signage, product, printed matter, film, video, other media, etc. without prior request and subsequent written approval from ESSO. The exhibitor is entitled to use the Congress logo on invitations and promotional documents directly related to his participation in the exhibition. The Congress logo can be obtained in electronic format from the organiser. Only the official logo can be used. A print proof is required by the organiser for authorisation before printing. The unauthorised use of the Congress logo is strictly prohibited.
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Special effects such as lights, laser, sound and video projection/ recording on the stand will only be allowed when the effect is limited to the stand area rented, providing that there is no health or safety risk and when written permission of ESSO has been granted. Exhibitors are not allowed:
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Pharmaceutical Product Promotion Exhibitors showcasing pharmaceutical (or pharma dependent) products are advised to consult the advice of the Codes of Practice for the Promotion of Medicines presented by the European Federation of Pharmaceutical Industries and Associations and International Federation of Pharmaceutical Manufacturers Associations. Each Code is available online: EFFPIA Code on the promotion of prescription-only medicines to, and interactions with, healthcare professionals: http://www.efpia.eu/content/default.asp?PageID=559&DocID=3483 The Code of Practice of the Spanish pharmaceutical industry: http://www.farmaindustria.es/Farma_Public_ING/Codigo/index.htm Exhibitors are responsible for ensuring that their promotion during the Congress is legally and ethically acceptable in Spain.
Children under the age of 16 are not permitted in the Congress Centre. Exhibitors and their agents are advised that their staff must be over the age of 16 and legally employed within a European country.
Animals Animals are not allowed in the exhibition and should not be used on exhibits. Trained guide dogs for those with visual impairments are permitted but please advise a member of ESSO Staff upon entering the Congress Centre.
Stand Construction Stand Design Every exhibitor must submit an exact statement detailing the dimensions, plans and description of their stand. Those companies renting a stand module from Valencia Conference Centre should submit the package type, dimensions & non-standard items such as display screens and catering areas. All information must be sent to the ESSO 32 Secretariat by email for the attention of Elisabeth Koeck:
[email protected], before 18 July 2012. The drawings must clearly indicate the planned layout, equipment and furnishing of the stand, including the signage and visuals. The location of power outlets, electricity cables, moving parts, details of raised floors, water as well as telephone and ventilation installations must also be indicated.
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Children
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Please submit: a scaled top view drawing a scaled side view drawing a 3-dimensional drawing (or photograph)
Responsibility to Neighbouring Stands The ESSO Congress series has a longstanding reputation for dealing equitably with all participants. The responsibility of ensuring a fair and balanced experience for all is shared by all participants. Each exhibitor is asked to consider, therefore, the impact of his stand construction on neighbouring exhibits. If there is a danger of unfairly blocking another stand from view, even when adhering to all other elements of these regulations, this should be mentioned when submitting plans. Failure to do so would breach the spirit of the exhibitor’s contract with ESSO and in such cases the exhibitor responsible will be expected to make the necessary changes at his/her own cost. In such cases, the decision of ESSO will be considered final.
Approval ESSO will send an approval to the exhibitor and/or the exhibitor’s agent. Only with this approval shall the stand be deemed eligible for construction. No approval means no permission to construct the stand - resulting costs are entirely at the exhibitor’s expense. Any setup or installation which does not comply with the standard specifications or with the designs approved by ESSO, must be corrected by the exhibitor before the opening of the Exhibition. Failure to do so will result in corrections being made by ESSO. All expenses for these corrections will be payable by the exhibitor. ESSO accepts no responsibility for damage caused by these corrections. Exhibitors are strongly encouraged to consider potential stand activities such as demonstrations, presentations, storage, hosted quizzes and hospitality when planning stand usage.
Shell Scheme Stands Shell scheme stands provided by Valencia Conference Centre will be uniform stands with uniform graphics, height and design. Partition walls will be 2,5 m high.
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In principle, indicating the various heights and the open / transparent spaces will suffice. If special constructions are envisaged (information towers, moving parts, etc.) additional information will have to be submitted.
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Constructed Stand Height The maximum building height is 4,5m.
Stand Transparency
Accepted Stand Types & Aisle Carpeting Two-storey structures are not allowed. Arches, bridges or similar constructions connecting 2 stands are not allowed. L & U shape island stands are not permitted. For some locations, companies renting separate spaces are allowed to visually link these up by carpeting the aisles in between, provided an additional rental rate of 30 % of the standard rate is paid for the total surface of the aisle. No constructions of any kind are allowed in the aisles. Companies renting aisle space are allowed to brand the aisle carpet with the company logo.
Separation Walls All peninsula, corner (2 open sides) and in-line (1 open side) stands must be separated from the neighbouring stand(s)by means of a separation wall (Valencia Conference Centre can supply this if required). In principle, this separation should be 2,5 m high, and finished on all sides. The separation wall is considered as part of the stand design and should be indicated on the stand drawings. In cases where an exhibitor fails to supply and install necessary separation wall, ESSO will arrange for walls to be erected (and floor covering to be laid, if necessary) at the exhibitor’s expense.
Back Walls The rear side of each stand shall be designed and decorated by the exhibitor to whom this stand belongs, provided that the interests of the neighbours are not affected thereby. Walls constructed on an open side should be visually appealing to adjacent exhibits - some suggestions include screens with moving displays, scientific posters and colourful design and lighting.
Open Sides of a Stand Walls erected on the open sides of a stand must be 30 cm inset from the edge of the stand, must not be longer than 1/3 of the length of the stand and should be no higher than 2,5 m. It is not allowed to erect walls, glazing or other constructions on or within 30 cm of the perimeter of island stands. This also applies to the open sides of peninsula, corner and inline stands. Stands should be fully accessible on all ‘open’ sides. Requests to be partially exempt from this rule should be submitted in writing to the organisers. 35
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For island (4 open sides) and peninsula (3 open sides) stand types, ESSO requires that line of sight through the stand be possible from aisle to aisle for at least 40 % of the stand width when viewed from each open side. As an example of assessment criteria, high walled areas forming large storage rooms may block neighbours unreasonably and in this case, will not receive approval.
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Keep Aisles Clear Island stands are separated by the width of an aisle from all neighbouring exhibits. Demonstration areas may not be set on the aisle line of the exhibit; space must be left within the stand area to absorb the spectators. Should the spectators interfere with the normal traffic flow in the aisle or overflow into neighbouring exhibits, the presentation must be limited or stopped immediately. No objects, including signs or advertisements, may project into the visitors’ aisles.
Access to the doors, windows, fire alarms, hydrants, portable fire extinguishers, fuse boxes, line poles and circulation must be kept free from obstructions at all times.
Stand Flooring The stand floor must be adequately covered, for instance with carpeting or carpet tiles. The floor area of the stand must not be covered with paint or glue. Carpeting must only be held in place by its own weight on the floor or by adhesive tape. These items must be removed by the exhibitor at the end of the exhibition. It is forbidden to place mortar directly on the floor, to nail with percussion tools or to paint with spray guns.
Positioning of Exhibits The exhibitor is not allowed to place articles to be exhibited in a manner which, in the opinion of ESSO, affects or hinders neighbouring stands, e.g. with regards to the visibility of the neighbouring stands. Articles to be exhibited must be kept within the stand perimeter. The exhibit should pose no danger to participants. Any structural or display element which does not satisfy the organisers and / or the venue officials in terms of safety must be made safe or removed.
Presentations and Quizzes Companies wishing to arrange or sponsor sessions are invited to arrange a Satellite Symposium. Exhibit space is intended to display scientific information on products and/ or services, Therefore positioning auditoria on stand areas is not permitted. This does not exclude companies from giving product based presentations, but the area set aside for an audience should resemble a theatre - therefore no more than 10 seats should be provided and this area should not be covered. It should be positioned well within the stand area (not less than 3 m from the stand perimeter). The focus of presentations should be productrelated information and not the presenters themselves. Where key opinion leaders are employed as presenters, their presence should be discrete and not publicly advertised. The same rule should apply for areas dedicated to quizzes: they should be positioned well within the stand area (not less than 3 m from the stand perimeter). All such activities require the prior approval of ESSO.
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Positioning of the Stand
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Platform Floors The use of wooden platforms is recommended for stands with water piping and/or a lot of electrical wiring; a stand construction agency will be able to advise on this matter. Since main supplies (water points, drainage, electricity, phone and data lines, compressed air, etc.) are supplied over the floor from the service duct to the exact location where the exhibitor needs them, it is strongly recommended to use platforms for most stands. Exhibitors who use such platforms should bear in mind that:
The platform must allow easy access to those in wheelchairs; part or all of the edges must be sloped for this purpose on each open side of the stand. The maximum height allowed, measured from floor level to the top of the platform is 0.14 m without protection by a balustrade of at least 1.1 m in height. The platform sides must be closed and neatly finished. The platform edges must be safe (secured shape and easily visible). The platforms should be placed within the perimeter. The platform must allow easy access to service points in case venue technicians require access.
Stand Roofing Stands may be covered by a roof insofar as such roofs are in compliance in Valencia, Spain. All horizontal decorations, ceiling areas and roofs require prior approval by ESSO and must be coordinated with Valencia Conference Centre. For safety reasons, all ceilings must meet the flammability standard BI, (DIN 4102) or B (DIN EN 13501-1). Roofs in excess of 30 sqm must meet this flammability standard and must also be approved by Valencia Conference Centre for usage in conjunction with sprinkler protected risks. For further information, please contact Julia Suárez from the Valencia Conference Centre via Email: jsuarez@ palcongres-vlc.com.
Access to Stand Exhibitors are obliged to grant official supervisory staff and accredited representatives of Valencia Conference Centre access to their stands. Exhibitors, their staff and all visitors to the exhibition must obey the instructions of these officers. In the event of a fire or other hazard all those present must leave the endangered area at once when directed to do so by a member of the safety and security staff.
Suspension Points It is forbidden by the organiser to hang or drop anything from the ceiling or walls of Valencia Conference Centre, Valencia.
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Air Conditioning Devices with hot air condensation are prohibited inside the halls.
Cleaning & Refuse
IMPORTANT: Unattended rubbish left in aisles when the exhibition is open will be removed at the exhibitor’s expense.
Fire and Safety Regulations Any goods on stands will constitute part of the respective stands and will be subject to these regulations.
General Materials Stand construction, installation of materials and poster supporting structures should be sufficiently stable ensuring public safety. Exhibit cases and displays should be sanded down/finished to ensure that they will not inflict cuts. Clear glass elements should display warning signs at eye level.
Fire Inspection Before the Exhibition opening, ESSO and Valencia Conference Centre will carry out a fire inspection of the Valencia Conference Centre. Among other things, they inspect building and decor materials selected. Illuminated signage, fire extinguishers, fire hydrants or other protective equipment or material may not be covered or obstructed.
Stand Walls Stand walls shall be made of classified fire-retardant materials, i.e. as good as or better than wood. Particle board, non-porous fibreboard and plywood are acceptable.
Decorative Materials These should be at least flame-retardant (BI in accordance with DIN 4102 or DIN EN 135011). Materials that drip or give off toxic gases when burning, such as polystyrene rigid foam (Styropor) or similar materials may not be used. Fire-retardant materials must be approved.
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During the Exhibition opening times ESSO will arrange for the general cleaning of the venue and the aisles - that is, daily waste left by delegates. Exhibitors are responsible for cleaning their own exhibit and disposal of waste generated before, during and after the event. Failure to comply with this procedure shall render the exhibitor liable for the cost of clearance by ESSO or its contractor. Exhibitors should manage (contract and pay for) their waste removal through Valencia Conference Centre. An order form will be available in the Exhibitor Service Manual. ‘Wild tipping’ or disposing of bulk waste within fairground without payment will be considered a serious violation of these regulations.
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Smoking Smoking is prohibited in all public indoor areas, including privatised areas of exhibit space.
Flammable Products
Open Fire The use of open fire or unprotected flames is prohibited.
Pyrotechnics Explosive or pyrotechnical articles must neither be used nor taken onto Valencia Conference Centre’s area, either indoors or outdoors, without written permission from ESSO and the Valencia Conference Centre.
Hot Work Hot work such a welding, soldering, cutting, and circular-motion grinding, drying, heating or work over naked flame is not allowed within the Valencia Conference Centre without the special permission of the Exhibition Service Management at Valencia Conference Centre.
Emergency Exits Escape routes and emergency exits (indoors and outside) should be kept free of any obstruction and be kept in full view at all times. Similarly, fire fighting equipment: fire safety signs and emergency wall phones; no products / company signs, decorations or stand roofs should be placed above an emergency exit or any other existing signs.
Heating/Cooking Stoves, heaters and open fires may not be used for any purpose, including cooking, frying or baking. This also applies to demonstrations.
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Notification of the handling and installation of flammable products should be given well before the event. This should be sent in writing, quoting the name of the event and stand number to Julia Suárez at the Valencia Conference Centre for approval via Email: jsuarez@ palcongres-vlc.com. The storage and use of compressed gas and / or liquid gas in the exhibition halls or on the exhibition grounds is not allowed. Balloons filled with flammable gas are not permitted within halls (the only authorised gas is helium). Welding and spraying work within the confines of the exhibition premises is prohibited. Only fireproof adhesives may be used for gluing work within the exhibition premises.
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Prohibited Goods The following goods are not admitted into Valencia Conference Centre:
Storage of Flammable Goods Empty packaging, rubbish, trash, wood, paper, straw, cardboard and other flammable material must not be stored in the halls.
Responsibility Exhibitors are fully responsible for all displays and demonstrations they hold.
Security ESSO undertakes the general surveillance service of the Valencia Conference Centre, both day and night. For exhibitors requiring guards, a Security Staff Order Form will be available in the Exhibitor Manual.
Valuable goods The exhibitor shall be responsible for the surveillance of his / her stand and exhibit during the exhibition opening hours. Exhibitors are recommended to pay closer attention to the exhibits during stand construction and dismantling periods. Valuable objects, which may easily be removed, should be locked away during the night. ESSO accepts no responsibility for goods stolen from exhibits at any time. Exhibitors should not leave removable / valuable goods unattended on the stand at any time. Particular attention should be given to goods awaiting collection from the freight forwarder.
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Goods causing nuisance by their smell or otherwise, or appliances emitting objectionable noises or radiating disturbing light; any hazardous objects that have not been mentioned in the stand construction design but have been introduced by the exhibitor. Cordless communication devices may be used as long as they do not interfere with Valencia Conference Centre’s own appliances. Exhibitors wishing to use these devices should notify the brand name, frequencies to be used and range when submitting a stand design for approval. Combustion engines. Any machine (generating sets, compressors, etc.) with an internal combustion engine, whatever the use, is forbidden inside the Valencia Conference Centre.
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Insurance
Catering The official caterer is Gourmet Paradis. All catering offered within exhibit areas should be ordered from Gourmet Paradis. Order Forms will be available in the Exhibitor Manual. Exhibitors may not sell food or drink for consumption on the premises. All companies offering hospitality are reminded of their responsibilities for hygiene and food safety. Exhibitors are also encouraged to guarantee healthy and balanced catering service to their delegates.
Customs, Taxes and Duties The exhibitor will pay the various taxes and duties owed resulting from his/her participation in the Exhibition.
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While on the premises, exhibition goods and packaging materials shall be insured at the expense and risk of the exhibitor. Exhibitors should therefore contact their own insurance company. Exhibitors will be liable for the safety of participants in and around their stand area. In accepting EACR terms of sale, the exhibitor undertakes to indemnify ESSO against any and all losses resulting from an unsafe construction, unsafe exhibits, or the actions / inactions of its staff. ESSO requires all exhibitors to provide adequate insurance cover for public liability protection.
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Advertising & Sponsorship Congress Materials
Congress Bag Exclusive Sponsorship Exclusive sponsorship of the official ESSO 32 delegate bag with corporate name and logo. The delegate bag will contain the ESSO 32 Abstract Book, ESSO 32 Programme Book, ESSO 34 First Announcement, notepad and pen. Only 1 insert from the delegate bag sponsor (DIN A4, max. 2 pages) will be allowed. Distribution of 850 delegate bags to all onsite participants duly registered. Rate: 3.000 EUR
The cost of this item excludes the cost of producing the bag. This sponsorship only covers the right of exclusive sponsorship. The selection, production and/or branding of the bag will be discussed directly between the ESSO 32 Congress Secretariat and the sponsor. The sponsor will be encouraged to select an environmentally friendly delegate bag.
Congress Lanyards Exclusive Sponsorship Exclusive sponsorship of the official ESSO 32 lanyards with company name and logo (co-branded with ESSO 32 branding) The popular and highly visible lanyard holds the badge all delegates have to wear throughout the Congress Distribution of 850 units. Rate: 1.750 EUR
The cost of this item excludes the cost of producing the lanyards. This sponsorship item rate only covers the right of exclusive sponsorship. The selection, production and/or branding of the lanyards will be discussed directly between the ESSO 32 Congress Secretariat and the sponsor. The sponsor will be encouraged to select an environmentally friendly lanyard.
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‘Going green’ no longer translates in choice - it is the clear responsibility of us all to protect our planet, our environment for today and for future generations to come. To support our environment-friendly efforts at ESSO 32 as well as promote the ‘green’ aspect of corporate and social responsibility, we particularly encourage our partners to select environmentally friendly Congress Materials.
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Congress Pens & Notepads Exclusive Sponsorship Exclusive sponsorship of the official ESSO 32 pens and notepads with corporate name and logo. Placed in every delegate bag, distribution of 850 units. Rate: 1.250 EUR
Congress Services Screensaver Branding in Internet Zone The Internet Zone allows attendees access to their email accounts, the World Wide Web, the Congress searchable programme, the exhibitor directory and other useful Congress information. An Internet Zone of 6 computers will be located in the Congress Centre. Benefits Package: Sponsor’s logo on start-up page Link to sponsor’s website on start-up page The right to use corporate logo as a screen saver on the terminals Standard sponsorship acknowledgement in the Proceedings Book Rate: 6.000 EUR
Advertising ESSO 32 Advance Programme & Call for Abstracts Outside Back Cover*
6.500 EUR
ESSO 32 Congress Bag Insert - Distribution on site to all attendees
800 EUR
ESSO 34 First Announcement - Distribution: on site to all attendees Outside Back Cover*
3.000 EUR
* No drug related adverts are allowed on the outside back covers of official ESSO publications. Companies will be informed in due time about the technical specifications and deadline for receipt of the PDF-file.
ESSO Corporate Member Advantages:
30 day priority on the right of choice prior to the launch of the ITI to all prospects 10% discount on advertising and sponsorship items
Please refer to page 44 for the payment and cancellation policy.
43
INVITATION TO INDUSTRY
The cost of this item excludes the cost of producing the pens and notepads. This sponsorship only covers the right of exclusive sponsorship. The selection, production and/or branding of the pens and notepads will be discussed directly between the ESSO 32 Congress Secretariat and the sponsor. The sponsor will be encouraged to select an environmentally friendly Congress pen and notepad.
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Payment & Cancellation Policy
Terms of Payment The full amount of promotional opportunity shall be paid within 30 days of the date of the invoice. If charges are not paid within the given time, the item will be released and any loss incurred by the organiser through such non-payment shall be made good by the defaulting company. Direct transfer payments are preferred and should be credited to the ESSO bank account, indicating the invoice number. Sender bank charges will be at the expense of the exhibitor.
Value Added Tax With the introduction of the new European VAT law (Directive 2008/8/EC: article 3 concerning the amendment of articles 53 and 54 of Directive 2006/112/EC), which became effective 1 January 2011, services and ancillary services relating to cultural, artistic, sporting, scientific, educational, entertainment or similar activities, such as fairs and exhibitions, including the supply of services of the organisers of such activities, are no longer subject to VAT in the country where the event is taking place when supplied to taxable persons, but are subject to VAT where the customer has established his business (Reverse Charge). However, according to the new article 53 of Directive 2006/112/EC, the supply of registrations is still subject to VAT in the country where the event is taking place, even when supplied to taxable persons
Cancellation Policy The company cancelling or reducing the promotional opportunity after the official application has been accepted will be liable to pay the following fees: If the item cannot be reallocated to another company: 25% of the total rate, if the cancellation request is received in writing by 26 March 2012. 50% of the total rate, if the cancellation request is received in writing by 25 June 2012. 100% of the total rate, if the cancellation request is received in writing after 25 June 2012.
44
INVITATION TO INDUSTRY
The payment & cancellation policy refers to all promotional opportunities listed in this Invitation to Industry.
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If the promotional opportunity can be reallocated to another company, the company will receive a full refund of deposits paid, less administrative fees of 10% of the total rental rate, with a minimum of 250 EUR.
Administration Fees/Invoicing Changes
Indebtedness Payments not received by the first day of the Congress (Wednesday 19 September 2012) will be subject to a 10% penalty fee.
Refunds Any refunds of deposits paid will be made after the Congress but not later than 31 December 2012. The company will not be entitled to any interest that the organiser may have derived from deposits made by the company. All bank charges, including sender and receiver charges, resulting from a refund related to cancellation of the educational activity will be charged to the company.
Postponement or Abandonment The organiser reserves the right to postpone the Congress including the Exhibition and Satellite Symposia, or to transfer the Congress to another site, if unforeseen circumstances warrant such action. Should any contingency prevent the Exhibition or Satellite Symposia from taking place, the organiser will not be held liable for expenses incurred other than the cost of the sponsorship opportunity or exhibition space rental.
Unexpected Cancellation of the Event ESSO reserves the right to cancel ESSO 32 without notice or compensation in the event of force majeure cases such as strikes, fires, terrorist attacks, damages or other fatalities. In such circumstances ESSO is free of all responsibility.
Limitation of Liability of ESSO In the event of ESSO having to cancel ESSO 32 due to force majeure causes such as strikes, fires, terrorist attacks, damages or other fatalities, ESSO shall only be obliged to reimburse the payments received subject to deduction of any costs it has incurred in preparing the event, as long as cancellation arises through a cause non-attributable to ESSO.
Bankruptcy or Liquidation In the instance that a company be declared as bankrupt or enters into liquidation other than for the purpose of restructuring or merger, or has a receiver appointed, the organiser shall be at liberty to terminate the contract with the company, immediately cancel the allocation of 45 exhibition space to the company and forfeit all sums paid by the company.
INVITATION TO INDUSTRY
Invoices will be addressed in accordance with the invoicing data provided by the company. If a billing change is requested (i.e. company name change or address change), an administration fee of 50 EUR will be charged to the company.
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Security and Insurance Neither the organiser nor its contractors shall be responsible for the safety of any exhibit or other property of the exhibitor or any person. Neither the organiser nor its contractors shall be responsible for the loss, damage or destruction by any cause of the exhibits or other property, or for loss, damage or injury sustained by any exhibits or persons.
Enforcement of Rules Applies equally to all sponsors and exhibitors.
Violation Procedure The procedure for policing and enforcing the violation is as follows: When noticing a violation, the ESSO 32 Secretariat staff will ask the company to correct the situation according to the applicable regulations. If the company refuses to comply, the ESSO 32 Secretariat staff will report alleged violations to the ESSO 32 Organising Committee. After considering the available evidence, a representative of the relevant company will be invited to present the company’s view, after which the Committee will give its opinion. This will be confirmed in writing after the Congress. Appeals may be made to the ESSO 32 Organising Committee.31
Claims Procedures, Place of Performance and Jurisdiction All claims by the sponsor against ESSO must be made in writing. The maximum time lapse is 3 months from the closure of the Congress. Agreements which deviate from these conditions or from the supplementary regulations must be made in writing; facsimile signature will suffice. The contract is governed exclusively by Belgian law; English text is authoritative.
Final Clause In cases not covered by the regulations in this Invitation to Industry, ESSO’s interpretation and decision shall be final.
46
INVITATION TO INDUSTRY
The exhibitor shall indemnify the organiser and its contractors to third persons, as a result of any act or omission of the exhibitor, staff, agent or personnel hired on a temporary basis to staff the exhibition stand. Since the organiser and its contractors will accept no responsibility for any of the foregoing matters, the exhibitor should take out insurance to cover any loss due to theft or negligence, damage, injury or liability. The exhibitor agrees not to pursue the organiser for any of the aforementioned risks.
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Group Registration
Important notice: A group consists of a minimum 10 persons. Please do not register group participants individually online - if you do so, your participants will not be considered as part of a group. Group registrations will benefit from the early rates when the payment is received before 14 May 2012, even if the list of participant names has not been finalised by this date. To facilitate easy processing, please indicate clearly the name of the sponsoring company/ travel agency and add the reference ‘Group Registration ESSO 32’ on the transfer document. Full names and professional details of group participants (including e-mail addresses) should be sent to the ESSO 32 Secretariat by 20 August 2012 at the latest. For participant names submitted after this deadline the ESSO 32 desk rate will apply.
Confirmation of Group Registration The group contact person representing a company or travel agent will receive a group confirmation number for the whole group registration. It is the responsibility of the group contact person to inform the individual members of the group about registration. Confirmation of registrations will NOT be sent to each group participant by the ESSO 32 Congress Secretariat.
Accompanying Person Registration (Spouse Ticket) Each delegate who subscribes for a full registration at ESSO 32 can register a maximum of one accompanying person (spouse ticket). The rate applied is 125 EUR and allows access to the Welcome Reception and the Congress Networking Party.
47
INVITATION TO INDUSTRY
Companies and agencies that would like to sponsor the registration fees of a group of participants may do so using the special group registration form that is available on the registration page of the Congress website: www.ecco-org.eu.
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Accommodation,
Meeting Rooms & Social Event Accommodation Management
Please contact: Mr Nicolas Sanfourche Conference Administrator ECCO - the European CanCer Organisation Tel.: +32 (0) 2 775 02 47 E-mail:
[email protected]
Meeting Rooms at the Valencia Conference Centre A number of meeting rooms in the Congress Centre are available for rent. Further details and booking forms will be available in the Exhibitor Manual, released in May 2012.
Social Events Wednesday 19 September 2012 at 18.30 Welcome Reception Open to all registered delegates Thursday 20 September 2012 at 21.00 Congress Networking Party Tickets will be available at 60 EUR (local VAT incl.)
48
INVITATION TO INDUSTRY
Hotel accommodation at reduced rates for both groups and individuals can be booked online at www.ecco-org.eu. On the website, you can find a list of selected hotels and rates. We advise you to book your accommodation by 13 July 2012. Bookings received after this date will be subject to availability.
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Application Forms & Contracts Please complete and return to the ESSO 32 Congress Secretariat via E-mail:
[email protected] or Fax: +32 (0)2 775 02 00
INVITATION TO INDUSTRY
> Satellite Symposia Application Form > Exhibition Space Application Form > Sponsorship Application Form > Advertising Application Form
49
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www.essoweb.org
The European Society of Surgical Oncology presents its 32nd Biennial Congress: Individualising Cancer Surgery
19-21 September 2012
valencia , spain
Satellite Symposia Application Form Please complete and return to the ESSO 32 Congress Secretariat via E-mail:
[email protected] or Fax: +32 (0) 2 775 02 00
Please complete electronically to avoid misinterpretation. If handwritten, use capitals to avoid errors.
INVITATION TO INDUSTRY
Only completed signed forms with credit card details will be accepted. Company name & address Name: Contact Person: Address: Postal code
City:
Tel:
Email:
Country:
We wish to reserve the following Satellite Symposium slot: Wednesday 19 September 2012 Room
Timing
Pax
Rental rate
Auditorium 3
12:00 - 13:30
250
18.700 EUR
Committee Room 1+2
12:00 - 13:31
140
14.500 EUR
Thursday 20 september 2012 Auditorium 2
12:30 - 14:00
460
30.000 EUR
Auditorium 3
12:30 - 14:01
250
22.000 EUR
Friday 21 september 2012 Auditorium 2
13:00 - 14:30
460
30.000 EUR
Auditorium 3
13:00 - 14:31
250
22.000 EUR
Second choice:
Invoicing data Only one invoice address may be used (if an invoice is subsequently requested using a different address, a 50EUR admin. fee will be charged).
In all cases a credit card number must be supplied as payment guarantee. All invoices must be settled in full by the payment date indicated on the invoice (30 days) or before the start of the Congress should this fall first.
In the event that an invoice remains unpaid after a settlement date, ESSO reserves the right to deny access to the Congress.
50
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www.essoweb.org
19-21 September 2012
The European Society of Surgical Oncology presents its 32nd Biennial Congress: Individualising Cancer Surgery
valencia , spain
Satellite Symposia Application Form Company or Agency to be invoiced: Company VAT number: Purchase Order Number: INVITATION TO INDUSTRY
Contact Person: Address: Postal code:
City:
Tel:
Country: Email:
Payment to the ESSO 32 Secretariat will be made by bank transfer (details will be given on the invoice) only. Please fill in the following credit card information as a guarantee. Visa
American Express
Eurocard/Mastercard
Card Number: Card Holder’s Name: Expiry Date:
Control Code:
Agreement I hereby agree to be bound by the ESSO 32 Invitation to Industry and all conditions expressed therein.1 1
This application is legally binding on the company pending its acceptance in writing by the organiser.
Date:
Name:
Signature:
Satellite Symposium Application Form and Contract - GENERAL TERMS OF CONTRACT The following conditions of participation refer to allocation of Satellite Symposia by ECCO to companies organising a Satellite Symposium at ESSO 32 insofar as the contractual partners do not reach contrary agreements in writing. Establishment of Contract Application for a Satellite Symposium is made by filling in and returning the Satellite Symposium Application Form and Contract. Only completed and signed application forms will be taken into consideration. By signing the application form, the company accepts the conditions contained in the Invitation to Industry and any supplementary provisions. Confirmation of the allocation of a Satellite Symposium by ESSO in writing constitutes establishment of contract between the company and ESSO. A Satellite Symposium assignment and an invoice will be sent by email. The date of the Satellite Symposium assignment is considered to be the date of Satellite Symposium allocation. If the contents of the Satellite Symposium assignment deviate from the contents of the company’s application, the contract is based on the Satellite Symposium assignment issued by ESSO unless the company objects in writing within two weeks after the date mentioned on the Satellite Symposium assignment.
Appointed Agencies - Application for a Satellite Symposium must be submitted by the company under whose name each Satellite Symposium is to be organised. Please note: Correspondence for the above items must be made exclusively between this company and ESSO. - Companies should inform ESSO, in writing, which agency is appointed for which symposium. Otherwise no request from agencies will be taken into consideration. - It is not the role of any given agency to make initial enquiries or reservations with ESSO independently of the company. - The company is responsible for communicating these regulations to its staff and its appointed agencies. - This named agency cannot fully act as if it were the company itself and the company will continue to be held entirely responsible and accountable for activities organising in its name.
51
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www.essoweb.org
The European Society of Surgical Oncology presents its 32nd Biennial Congress: Individualising Cancer Surgery
Procedure - Application Applications will be dealt with on a first-come, first-served basis. - Payment deadline Assignments will be cancelled automatically if the related cost has not been paid within the given time period. In such cases the cancellation fee will be applicable following the cancellation policy. Exhibition Stand In order to obtain permission to hold a Satellite Symposium, an exhibition stand of minimum 6sqm is required. Cancelling your exhibition space will also mean cancelling your Satellite Symposium.
Programme - In order to avoid overlap with the official Scientific Programme and to ensure the scientific quality and scope, all Satellite Symposia programmes need to be submitted for review and approval by the Congress Scientific Committee. - Companies are strongly encouraged to establish a multidisciplinary programme in line with the general concept of the Conference Scientific Programme. - The ESSO 32 Scientific Committee makes the final decision on whether an application is accepted or rejected and is not held to justify its decision. No appeal is possible. - Once the title, programme and detailed content are approved, changes must not be made without the specific approval of the ESSO 32 Scientific Committee. - A draft programme including the title of the Satellite Symposium, chairman, speakers and the titles of all presentations should be sent to the ESSO Secretariat before 11 April 2012. - The final programmes are published in the Satellite Symposia section of the official Conference Programme Book and on the Conference website if received not later than 20 June 2012. Abstracts related to Satellite Symposia are not published in the official Conference Abstract Book. Attendance The Satellite Symposium must be open to all registered participants. All attendees to the Satellite Symposia will be required to wear a badge. Setup and Dismantling - Companies must adhere to the indicated start and end times of the reserved time slot. Extensions beyond the assigned timings are not allowed under any circumstances. - Companies will have access to the hall where the Satellite Symposium will be held one hour before the assigned starting time if the Scientific Programme allows. - The hall should be completely vacated immediately after the end of the Satellite Symposium. Companies are responsible for removing all materials, waste, etc from the room. - Installations or alterations to the rooms and the standard set-up can only be made with the explicit approval from the ESSO Secretariat. Terms of Payment The full amount of promotional opportunity shall be paid within 30 days of the date of the invoice. If charges are not paid within the given time, the item will be released and any loss incurred by the organiser through such non-payment shall be made good by the defaulting company. Direct transfer payments are preferred and should be credited to the ESSO bank account, indicating the invoice number. Sender bank charges will be at the expense of the exhibitor. Value Added Tax With the introduction of the new European VAT law (Directive 2008/8/EC: article 3 concerning the amendment of articles 53 and 54 of Directive 2006/112/EC), which became effective January 1, 2011, services and ancillary services relating to cultural, artistic, sporting, scientific, educational, entertainment or similar activities, such as fairs and exhibitions, including the supply of services of the organisers of such activities, are no longer subject to VAT in the country where the event is taking place when supplied to taxable persons, but are subject to VAT where the customer has established his business (Reverse Charge). However, according to the new article 53 of Directive 2006/112/EC, the supply of registrations is still subject to VAT in the country where the event is taking place, even when supplied to taxable persons. Companies registered in a country outside of the EU are encouraged to seek advice on reclaiming VAT payments.
valencia , spain
Cancellation Policy The company cancelling educational activity support after the official application has been accepted will be liable to pay the following fees: If the Satellite Symposium cannot be reallocated to another company: - 25 % of the total rate, if the cancellation request is received in writing by 26 March 2011 - 50 % of the total rate, if the cancellation request is received in writing by 25 June 2012 - 100 % of the total rate, if the cancellation request is received in writing after 25 June 2012 If the Symposium can be reallocated to another company, the company will receive a full refund of deposits paid, less administrative fees of 10% of the total rental rate, with a minimum of 250 EUR. Administration Fees/Invoicing Changes Invoices will be addressed in accordance with the invoicing date provided by the company. Please note: if a billing change is requested (i.e. company name change, or address change), an Administration Fee of 100 EUR excl. VAT will be charged to the company. Indebtedness Payments not received by the first day of the Congress (Wednesday 19 September 2012) will be subject to a 10% penalty fee. Refunds Any refunds of deposits paid will be made after the Congress but not later than 31 December 2012. The company will not be entitled to any interest that the organiser may have derived from deposits made by the company. All bank charges, including sender and receiver charges, resulting from a refund related to cancellation of the educational activity will be charged to the company. Postponement or Abandonment The organiser reserves the right to postpone the Congress including the Satellite Symposia, or to transfer the Congress to another site, if unforeseen circumstances warrant such action. Should any contingency prevent the Satellite Symposia from taking place, the organiser will not be held liable for expenses incurred other than the cost of renting the slot. Unexpected Cancellation of the Event ESSO reserves the right to cancel ESSO 32 without notice or compensation in the event of force majeure cases such as strikes, fires, terrorist attacks, damages or other fatalities. In such circumstances ESSO is free of all responsibility. Limitation of Liability of ESSO In the event of ESSO having to cancel ESSO 32 due to force majeure causes such as strikes, fires, terrorist attacks, damages or other fatalities, ESSO shall only be obliged to reimburse the payments received subject to deduction of any costs it has incurred in preparing the event, as long as cancellation arises through a cause that is nonattributable to ESSO. Bankruptcy or Liquidation In the instance that a company be declared as bankrupt or enters into liquidation other than for the purpose of restructuring or merger, or has a receiver appointed, the organiser shall be at liberty to terminate the contract with the company, immediately cancel the allocation of a Satellite Symposium to the company and forfeit all sums paid by the company. Enforcement of Rules Applies equally to all exhibitors and organisers of ESSO 32 Satellite Symposia Violation Procedure The procedure for policing and enforcing the violation is as follows: When noticing a violation, the ESSO 32 Secretariat staff will ask the company to correct the situation according to the applicable regulations. If the company refuses to comply, the ESSO 32 Secretariat staff will report alleged violations to the ESSO 32 Congress Committee. After considering the available evidence, a representative of the relevant company will be invited to present the company’s view, after which the Committee will give its opinion. This will be confirmed in writing after the Conference. Appeals may be made to the ESSO 32 Congress Committee. Claims Procedures, Place of Performance and Jurisdiction All claims by the company against ESSO must be made in writing. The maximum time lapse is 3 months from the closure of the Conference. Agreements which deviate from these conditions or from the supplementary regulations must be made in writing; facsimile signature will suffice. The contract is governed exclusively by Belgian law; English text is authoritative. Final Clause In cases not covered by the regulations in this Invitation to Industry, ESSO interpretation and decision shall be final.
52
INVITATION TO INDUSTRY
Rates The rental rates are determined relative to the seating capacity in theatre style, the timing and duration of the slots. Please refer to the overview on the halls with different seating capacities that are available for the Satellite Symposia on page 14. The rates include: - rental of the room and standard setup (theatre style, stage, lectern, speaker table) - amplification - data projection - technician - stage manager - publication of the satellite symposium programme on the Conference website and in the Programme Book - use of the speaker preview room - use of Conference logo on invitations and promotional documents - one-time use of the pre-registered participants mailing list (available as of 22 August 2012)
19-21 September 2012
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www.essoweb.org
The European Society of Surgical Oncology presents its 32nd Biennial Congress: Individualising Cancer Surgery
19-21 September 2012
valencia , spain
Exhibition Space Application Form Please complete and return to the ESSO 32 Congress Secretariat via Email:
[email protected] or Fax: +32 (0) 2 775 02 00
Please complete electronically to avoid misinterpretation. If handwritten, use capitals to avoid errors.
Company name & address The Company name & address as it should appear in official listings e.g. in the Programme Book and printed on Exhibitor Badges. Name: Contact Person: Address: Postal code
City:
Country:
Tel:
Email:
We wish to reserve: First choice: Booth number:
sqm
Second choice: Booth number:
sqm Applicable Rate
Early Rate Applications submitted by 31 May 2012
310 EUR per sqm
Regular Rate Applications submitted after 31 May 2012
385 EUR per sqm
Medical Societies Rate
130 EUR per sqm
Invoicing data Only one invoice address may be used (if an invoice is subsequently requested using a different address, a 50EUR admin. fee will be charged).
In all cases a credit card number must be supplied as payment guarantee. All invoices must be settled in full by the payment date indicated on the invoice (30 days) or before the start of the Congress should this fall first.
In the event that an invoice remains unpaid after a settlement date, ESSO reserves the right to deny access to the Congress.
53
INVITATION TO INDUSTRY
Only completed signed forms with credit card details will be accepted.
[Back to Table of Contents]
www.essoweb.org
The European Society of Surgical Oncology presents its 32nd Biennial Congress: Individualising Cancer Surgery
19-21 September 2012
valencia , spain
Exhibition Space Application Form Company or Agency to be invoiced: Company VAT number: Purchase Order Number: INVITATION TO INDUSTRY
Contact Person: Address: Postal code:
City:
Tel:
Country: Email:
Payment to the ESSO 32 Secretariat will be made by bank transfer (details will be given on the invoice) only. Please fill in the following credit card information as a guarantee. Visa
American Express
Eurocard/Mastercard
Card Number: Card Holder’s Name: Expiry Date:
Control Code:
Agreement I hereby agree to be bound by the ESSO 32 Invitation to Industry and all conditions expressed therein.1 1
This application is legally binding on the company pending its acceptance in writing by the organiser.
Date:
Name:
Signature:
Exhibition Space Application Form and Contract - GENERAL TERMS OF CONTRACT The following conditions of participation refer to allocation of exhibition space by ESSO to companies exhibiting at ESSO 32 in so far as the contractual partners do not reach contrary agreements in writing. Establishment of Contract Application for an exhibition space is made by filling in and returning the Exhibition space application form and contract. Applications will be allocated on a first-come, first-served basis. Only completed and signed application forms will be taken into consideration. By signing the application form, the company accepts the conditions contained in the Invitation to Industry and any supplementary provisions. Confirmation of the allocation of exhibition space by ESSO in writing constitutes establishment of contract between the company and ESSO. An exhibition space assignment and an invoice will be sent by email. The date of the exhibition space assignment is considered to be the date of the exhibition space allocation. If the contents of the exhibition space assignment deviate from the contents of the company's application, the contract is based on the exhibition space assignment issued by ESSO unless the company objects in writing within two weeks after the date mentioned on the exhibition space assignment.
Appointed Agencies - Application for an exhibition space must be submitted by the company under whose name each exhibition space is to be listed. Please note: Correspondence for the above items must be made exclusively between this company and ESSO. - Companies should inform ESSO in writing which agency is appointed. Otherwise no request from agencies will be taken into consideration. - It is not the role of any given agency to make initial enquiries or reservations with ESSO independently of the company. - The company is responsible for communicating these regulations to its staff and its appointed agencies. - This named agency cannot fully act as if it were the company itself and the company will continue to be held entirely responsible and accountable for activities organising in its name.
54
[Back to Table of Contents]
www.essoweb.org
The European Society of Surgical Oncology presents its 32nd Biennial Congress: Individualising Cancer Surgery
19-21 September 2012
valencia , spain
Procedure - Application Applications will be dealt with on a first-come, first-served basis. - Assignment of space Written confirmation will be sent and first instalment invoice will follow shortly. - Payment deadline Assignments will be cancelled automatically if the related cost has not been paid within the given time period. In such cases the cancellation fee will be applicable according to the cancellation policy.
Administration Fees/Invoicing Changes Invoices will be addressed in accordance with the invoicing date provided by the company. Please note: if a billing change is requested (i.e. company name change, or address change), an Administration Fee of 100 EUR excl. VAT will be charged to the company.
Congress and Exhibition Layout ESSO reserves the right to deviate from the stand confirmation and to allocate a stand in a different location, to alter the size of the stand, to re-locate or close entrances and exits on the exhibition grounds and/or in the Conference Centre and to carry out any other structural alterations providing it has a substantial interest in such measures.
Refunds Any refunds of deposits paid will be made after the Congress but not later than 31 December 2012. The company will not be entitled to any interest that the organiser may have derived from deposits made by the company. All bank charges, including sender and receiver charges, resulting from a refund related to cancellation of the educational activity will be charged to the company.
Stand moves ESSO reserves the right to make changes in the layout of the exhibition, as well as in the stand assignment in the event that unforeseen circumstances make this necessary. Alterations to the agreement will only be made after mutual consultation. If in such cases the interests of the exhibitor are unreasonably impaired, he may withdraw from the contract in writing within 1 week after receipt of notification of the type of alteration. ESSO accepts no responsibility for any damage which may result from such changes.
Postponement or Abandonment The organiser reserves the right to postpone the Congress including the Satellite Symposia, or to transfer the Congress to another site, if unforeseen circumstances warrant such action. Should any contingency prevent the Satellite Symposia from taking place, the organiser will not be held liable for expenses incurred other than the cost of renting the slot.
Rates All rates cover floor space only and do not include the construction of a modular booth or other extras. The minimum exhibition space is 6 square metres and must be minimum 2m deep. For some locations, companies renting separate spaces are allowed to visually link these up by carpeting the aisles in-between, provided an additional rental rate of 30 % of the standard rate is paid for the total surface of the aisle. No constructions of any kind are allowed in the aisles. Companies renting aisle space are allowed to brand the aisle carpet with the company logo. Terms of Payment The full amount of promotional opportunity shall be paid within 30 days of the date of the invoice. If charges are not paid within the given time, the item will be released and any loss incurred by the organiser through such non-payment shall be made good by the defaulting company. Direct transfer payments are preferred and should be credited to the ESSO bank account, indicating the invoice number. Sender bank charges will be at the expense of the exhibitor. Value Added Tax With the introduction of the new European VAT law (Directive 2008/8/EC: article 3 concerning the amendment of articles 53 and 54 of Directive 2006/112/EC), which became effective January 1, 2011, services and ancillary services relating to cultural, artistic, sporting, scientific, educational, entertainment or similar activities, such as fairs and exhibitions, including the supply of services of the organisers of such activities, are no longer subject to VAT in the country where the event is taking place when supplied to taxable persons, but are subject to VAT where the customer has established his business (Reverse Charge). However, according to the new article 53 of Directive 2006/112/EC, the supply of registrations is still subject to VAT in the country where the event is taking place, even when supplied to taxable persons. Companies registered in a country outside of the EU are encouraged to seek advice on reclaiming VAT payments.
Unexpected Cancellation of the Event ESSO reserves the right to cancel ESSO 32 without notice or compensation in the event of force majeure cases such as strikes, fires, terrorist attacks, damages or other fatalities. In such circumstances ESSO is free of all responsibility. Limitation of Liability of ESSO In the event of ESSO having to cancel ESSO 32 due to force majeure causes such as strikes, fires, terrorist attacks, damages or other fatalities, ESSO shall only be obliged to reimburse the payments received subject to deduction of any costs it has incurred in preparing the event, as long as cancellation arises through a cause that is nonattributable to ESSO. Bankruptcy or Liquidation In the instance that a company be declared as bankrupt or enters into liquidation other than for the purpose of restructuring or merger, or has a receiver appointed, the organiser shall be at liberty to terminate the contract with the company, immediately cancel the allocation of a Satellite Symposium to the company and forfeit all sums paid by the company. Enforcement of Rules Applies equally to all exhibitors and organisers of ESSO 32 Satellite Symposia Violation Procedure The procedure for policing and enforcing the violation is as follows: When noticing a violation, the ESSO 32 Secretariat staff will ask the company to correct the situation according to the applicable regulations. If the company refuses to comply, the ESSO 32 Secretariat staff will report alleged violations to the ESSO 32 Congress Committee. After considering the available evidence, a representative of the relevant company will be invited to present the company’s view, after which the Committee will give its opinion. This will be confirmed in writing after the Conference. Appeals may be made to the ESSO 32 Congress Committee. Claims Procedures, Place of Performance and Jurisdiction All claims by the company against ESSO must be made in writing. The maximum time lapse is 3 months from the closure of the Conference. Agreements which deviate from these conditions or from the supplementary regulations must be made in writing; facsimile signature will suffice. The contract is governed exclusively by Belgian law; English text is authoritative. Final Clause In cases not covered by the regulations in this Invitation to Industry, ESSO interpretation and decision shall be final.
Cancellation Policy The company cancelling educational activity support after the official application has been accepted will be liable to pay the following fees: If the exhibition space cannot be reallocated to another company: - 25 % of the total rate, if the cancellation request is received in writing by 26 March 2011 - 50 % of the total rate, if the cancellation request is received in writing by 25 June 2012 - 100 % of the total rate, if the cancellation request is received in writing after 25 June 2012 If the Symposium can be reallocated to another company, the company will receive a full refund of deposits paid, less administrative fees of 10% of the total rental rate, with a minimum of 250 EUR.
55
INVITATION TO INDUSTRY
Subtenants and Other Represented Companies Sharing the allocated stand area with another company, regardless of whether this company is representing by its own staff (subtenant) or only by its own exhibits (represented company), is not allowed. This applies equally to companies with products or services aligned to a registered exhibitor. If a registered exhibitor wishes to exhibit in association with another organisation, ESSO will endeavour to offer additional exhibit space, where available, under normal conditions of sale. If an exhibiting organisation has multiple corporate identities but shared ownership, the organisational relationship must be made clear to delegates. Transfer - even in part - of the rights and obligations arising from the rental contract to third parties is not permitted.
Indebtedness Payments not received by the first day of the Congress (Wednesday 19 September 2012) will be subject to a 10% penalty fee.
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The European Society of Surgical Oncology presents its 32nd Biennial Congress: Individualising Cancer Surgery
19-21 September 2012
valencia , spain
Sponsorship Application Form Please complete and return to the ESSO 32 Congress Secretariat via E-mail:
[email protected] or Fax: +32 (0) 2 775 02 00
Please complete electronically to avoid misinterpretation. If handwritten, use capitals to avoid errors.
Only completed signed forms with credit card details will be accepted.
The Company name & address as it should appear in official listings e.g. in the Programme Book and printed on Exhibitor Badges. Name: Contact Person: Address: Postal code
City:
Country:
Tel:
Email:
We wish to reserve the following Sponsorship item: Congress Materials Congress Bags
3.000 EUR
Congress Lanyards
1.750 EUR
Congress Pens & Notepads
1.250 EUR Congress Services
Internet Zone
6.000 EUR
Invoicing data Only one invoice address may be used (if an invoice is subsequently requested using a different address, a 50EUR admin. fee will be charged).
In all cases a credit card number must be supplied as payment guarantee. All invoices must be settled in full by the payment date indicated on the invoice (30 days) or before the start of the Congress should this fall first.
In the event that an invoice remains unpaid after a settlement date, ESSO reserves the right to deny access to the Congress.
56
INVITATION TO INDUSTRY
Company name & address
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The European Society of Surgical Oncology presents its 32nd Biennial Congress: Individualising Cancer Surgery
19-21 September 2012
valencia , spain
Sponsorship Application Form Company or Agency to be invoiced: Company VAT number: Purchase Order Number: Contact Person: INVITATION TO INDUSTRY
Address: Postal code:
City:
Tel:
Country: Email:
Payment to the ESSO 32 Secretariat will be made by bank transfer (details will be given on the invoice) only. Please fill in the following credit card information as a guarantee. Visa
American Express
Eurocard/Mastercard
Card Number: Card Holder’s Name: Expiry Date:
Control Code:
Agreement I hereby agree to be bound by the ESSO 32 Invitation to Industry and all conditions expressed therein.1 1
This application is legally binding on the company pending its acceptance in writing by the organiser.
Date:
Name:
Signature:
57
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The European Society of Surgical Oncology presents its 32nd Biennial Congress: Individualising Cancer Surgery
19-21 September 2012
valencia , spain
Sponsorship Application Form and Contract - GENERAL TERMS OF CONTRACT The following conditions of participation refer to allocation of advertising space by ESSO to companies supporting ESSO 32 in so far as the contractual partners do not reach contrary agreements in writing.
Appointed Agencies - Application for Sponsorship must be submitted by the company under whose name each advertising space is to be listed. Please note: Correspondence for the above items must be made exclusively between this company and ESSO. - Companies should inform ESSO, in writing, which agency is appointed. Otherwise no request from agencies will be taken into consideration. - It is not the role of any given agency to make initial enquiries or reservations with ESSO independently of the company. - The company is responsible for communicating these regulations to its staff and its appointed agencies. - This named agency cannot fully act as if it were the company itself and the company will continue to be held entirely responsible and accountable for activities organising in its name. Procedure - Application Applications will be dealt with on a first-come, first-served basis. - Payment deadline Assignments will be cancelled automatically if the related cost has not been paid within the given time period. In such cases the cancellation fee will be applicable according to the cancellation policy. Terms of Payment The full amount of promotional opportunity shall be paid within 30 days of the date of the invoice. If charges are not paid within the given time, the item will be released and any loss incurred by the organiser through such non-payment shall be made good by the defaulting company. Direct transfer payments are preferred and should be credited to the ESSO bank account, indicating the invoice number. Sender bank charges will be at the expense of the exhibitor. Value Added Tax With the introduction of the new European VAT law (Directive 2008/8/EC: article 3 concerning the amendment of articles 53 and 54 of Directive 2006/112/EC), which became effective January 1, 2011, services and ancillary services relating to cultural, artistic, sporting, scientific, educational, entertainment or similar activities, such as fairs and exhibitions, including the supply of services of the organisers of such activities, are no longer subject to VAT in the country where the event is taking place when supplied to taxable persons, but are subject to VAT where the customer has established his business (Reverse Charge). However, according to the new article 53 of Directive 2006/112/EC, the supply of registrations is still subject to VAT in the country where the event is taking place, even when supplied to taxable persons. Companies registered in a country outside of the EU are encouraged to seek advice on reclaiming VAT payments. Cancellation Policy The company cancelling educational activity support after the official application has been accepted will be liable to pay the following fees: If the sponsorship item cannot be reallocated to another company: - 25 % of the total rate, if the cancellation request is received in writing by 26 March 2011 - 50 % of the total rate, if the cancellation request is received in writing by 25 June 2012 - 100 % of the total rate, if the cancellation request is received in writing after 25 June 2012
Administration Fees/Invoicing Changes Invoices will be addressed in accordance with the invoicing date provided by the company. Please note: if a billing change is requested (i.e. company name change, or address change), an Administration Fee of 100 EUR excl. VAT will be charged to the company. Indebtedness Payments not received by the first day of the Congress (Wednesday 19 September 2012) will be subject to a 10% penalty fee. Refunds Any refunds of deposits paid will be made after the Congress but not later than 31 December 2012. The company will not be entitled to any interest that the organiser may have derived from deposits made by the company. All bank charges, including sender and receiver charges, resulting from a refund related to cancellation of the educational activity will be charged to the company. Postponement or Abandonment The organiser reserves the right to postpone the Congress including the Satellite Symposia, or to transfer the Congress to another site, if unforeseen circumstances warrant such action. Should any contingency prevent the Satellite Symposia from taking place, the organiser will not be held liable for expenses incurred other than the cost of renting the slot. Unexpected Cancellation of the Event ESSO reserves the right to cancel ESSO 32 without notice or compensation in the event of force majeure cases such as strikes, fires, terrorist attacks, damages or other fatalities. In such circumstances ESSO is free of all responsibility. Limitation of Liability of ESSO In the event of ESSO having to cancel ESSO 32 due to force majeure causes such as strikes, fires, terrorist attacks, damages or other fatalities, ESSO shall only be obliged to reimburse the payments received subject to deduction of any costs it has incurred in preparing the event, as long as cancellation arises through a cause that is nonattributable to ESSO. Bankruptcy or Liquidation In the instance that a company be declared as bankrupt or enters into liquidation other than for the purpose of restructuring or merger, or has a receiver appointed, the organiser shall be at liberty to terminate the contract with the company, immediately cancel the allocation of a Satellite Symposium to the company and forfeit all sums paid by the company. Enforcement of Rules Applies equally to all exhibitors and organisers of ESSO 32 Satellite Symposia Violation Procedure The procedure for policing and enforcing the violation is as follows: When noticing a violation, the ESSO 32 Secretariat staff will ask the company to correct the situation according to the applicable regulations. If the company refuses to comply, the ESSO 32 Secretariat staff will report alleged violations to the ESSO 32 Congress Committee. After considering the available evidence, a representative of the relevant company will be invited to present the company’s view, after which the Committee will give its opinion. This will be confirmed in writing after the Conference. Appeals may be made to the ESSO 32 Congress Committee. Claims Procedures, Place of Performance and Jurisdiction All claims by the company against ESSO must be made in writing. The maximum time lapse is 3 months from the closure of the Conference. Agreements which deviate from these conditions or from the supplementary regulations must be made in writing; facsimile signature will suffice. The contract is governed exclusively by Belgian law; English text is authoritative. Final Clause In cases not covered by the regulations in this Invitation to Industry, ESSO interpretation and decision shall be final.
If the Symposium can be reallocated to another company, the company will receive a full refund of deposits paid, less administrative fees of 10% of the total rental rate, with a minimum of 250 EUR.
58
INVITATION TO INDUSTRY
Establishment of Contract Application is made by completing and returning the Sponsorship Application Form and Contract. Applications will be allocated on a first-come, first-served basis. Only completed and signed application forms will be taken into consideration. By signing the application form, the company accepts the conditions contained in the Invitation to Industry and any supplementary provisions. Confirmation of the allocation of advertising space by ESSO in writing constitutes establishment of contract between the company and ESSO. An advertising space assignment and an invoice will be sent by Email. The date of the advertising space assignment is considered to be the date of the advertising space allocation. If the contents of the advertising space assignment deviate from the contents of the company's application, the contract is based on the advertising space assignment issued by ESSO unless the company objects in writing within two weeks after the date mentioned on the advertising space assignment.
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www.essoweb.org
The European Society of Surgical Oncology presents its 32nd Biennial Congress: Individualising Cancer Surgery
19-21 September 2012
valencia , spain
Advertising Application Form Please complete and return to the ESSO 32 Congress Secretariat via E-mail:
[email protected] or Fax: +32 (0) 2 775 02 00
Please complete electronically to avoid misinterpretation. If handwritten, use capitals to avoid Only completed signed forms with credit card details will be accepted. Company name & address The Company name & address as it should appear in official listings e.g. in the Programme Book and printed on Exhibitor Badges. Name: Contact Person: Address: Postal code
City:
Tel:
Email:
Country:
We wish to reserve the following Advertising opportunity: Advertising Advance Programme/Call for abstracts - Outside back cover Bag insert ESSO 34 First Announcement - Outside back cover
2.500 EUR 800 EUR 3.000 EUR
Invoicing data Only one invoice address may be used (if an invoice is subsequently requested using a different address, a 50 EUR admin. fee will be charged).
In all cases a credit card number must be supplied as payment guarantee. All invoices must be settled in full by the payment date indicated on the invoice (30 days) or before the start of the Congress should this fall first.
In the event that an invoice remains unpaid after a settlement date, ESSO reserves the right to deny access to the Congress.
59
INVITATION TO INDUSTRY
errors.
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www.essoweb.org
The European Society of Surgical Oncology presents its 32nd Biennial Congress: Individualising Cancer Surgery
19-21 September 2012
valencia , spain
Advertising Application Form Company or Agency to be invoiced: Company VAT number: Purchase Order Number: INVITATION TO INDUSTRY
Contact Person: Address: Postal code:
City:
Tel:
Country: Email:
Payment to the ESSO 32 Secretariat will be made by bank transfer (details will be given on the invoice) only. Please fill in the following credit card information as a guarantee. Visa
American Express
Eurocard/Mastercard
Card Number: Card Holder’s Name: Expiry Date:
Control Code:
Agreement I hereby agree to be bound by the ESSO 32 Invitation to Industry and all conditions expressed therein.1 1
This application is legally binding on the company pending its acceptance in writing by the organiser.
Date:
Name:
Signature:
60
[Back to Table of Contents]
www.essoweb.org
The European Society of Surgical Oncology presents its 32nd Biennial Congress: Individualising Cancer Surgery
19-21 September 2012
valencia , spain
Advertising Application Form and Contract GENERAL TERMS OF CONTRACT The following conditions of participation refer to allocation of advertising space by ESSO to companies supporting ESSO 32 in so far as the contractual partners do not reach contrary agreements in writing.
Indebtedness Payments not received by the first day of the Congress (19 September 2012) will be subject to a 10% penalty fee.
Only completed and signed application forms will be taken into consideration. By signing the application form, the company accepts the conditions contained in the Invitation to Industry and any supplementary provisions. Confirmation of the allocation of advertising space by ESSO in writing constitutes establishment of contract between the company and ESSO. An advertising space assignment and an invoice will be sent by Email. The date of the advertising space assignment is considered to be the date of the advertising space allocation. If the contents of the advertising space assignment deviate from the contents of the company's application, the contract is based on the advertising space assignment issued by ESSO unless the company objects in writing within two weeks after the date mentioned on the advertising space assignment.
Refunds Any refunds of deposits paid will be made after the Congress but not later than 27 July 2012. The company will not be entitled to any interest that the organiser may have derived from deposits made by the company. All bank charges, including sender and receiver charges, resulting from a refund related to cancellation of the educational activity will be charged to the company.
Appointed Agencies - Application for Advertising must be submitted by the company under whose name each advertising space is to be listed. Please note: Correspondence for the above items must be made exclusively between this company and ESSO. - Companies should inform ESSO, in writing, which agency is appointed. Otherwise no request from agencies will be taken into consideration. - It is not the role of any given agency to make initial enquiries or reservations with ESSO independently of the company. - The company is responsible for communicating these regulations to its staff and its appointed agencies. - This named agency cannot fully act as if it were the company itself and the company will continue to be held entirely responsible and accountable for activities organising in its name. Procedure - Application: Applications will be dealt with on a first-come, first-served basis. - Payment deadline: Assignments will be cancelled automatically if the related cost has not been paid within the given time period. In such cases the cancellation fee will be applicable according to the cancellation policy. Terms of Payment A first deposit of 30% of the total rate will be sent within 2 weeks following confirmation. Payment is due within 30 days following the date of the invoice, the balance not later than 21 January 2012. Corresponding invoices will be sent out by the Congress Secretariat in due time before the deadline for receipt of payment. Value Added Tax With the introduction of the new European VAT law (Directive 2008/8/EC: article 3 concerning the amendment of articles 53 and 54 of Directive 2006/112/EC), which became effective January 1, 2011, services and ancillary services relating to cultural, artistic, sporting, scientific, educational, entertainment or similar activities, such as fairs and exhibitions, including the supply of services of the organisers of such activities, are no longer subject to VAT in the country where the event is taking place when supplied to taxable persons, but are subject to VAT where the customer has established his business (Reverse Charge). However, according to the new article 53 of Directive 2006/112/EC, the supply of registrations is still subject to VAT in the country where the event is taking place, even when supplied to taxable persons. Companies registered in a country outside of the EU are encouraged to seek advice on reclaiming VAT payments. Cancellation Policy The company cancelling Advertising support after the official application has been accepted will be liable to pay the following fees:
Administration Fees/Invoicing Changes Invoices will be addressed according to the Invoicing Data provided by the Company. Please note, if a billing change is requested (i.e. company name change, or address change), an Administration fee of 100 EUR (excl. VAT) will be charged to the company. Refunds Any refunds of deposits paid will be made after the congress but not later than 31 December. The company will not be entitled to any interest that the organiser may have derived from deposits made by the company. All bank charges, including sender's and receiver's charges, resulting from a refund related to cancellation of promotional opportunity will be at the charge of the company. Postponement or Abandonment The organiser reserves the right to postpone the congress including the Satellite Symposia, or to transfer the congress to another site, if unforeseen circumstances warrant such action. Should any contingency prevent the Satellite Symposia from taking place, the organiser will not be held liable for expenses incurred other than the cost of renting the slot. Unexpected Cancellation of the Event ESSO reserves the right to cancel ESSO 32 without notice or compensation in the event of force majeure cases such as strikes, fires, terrorist attacks, damages or other fatalities. In such circumstances ESSO is free of all responsibility. Limitation of Liability of ESSO In the event of ESSO having to cancel ESSO 32 due to force majeure causes such as strikes, fires, terrorist attacks, damages or other fatalities, ESSO shall only be obliged to reimburse the payments received subject to deduction of any costs it has incurred in preparing the event, as long as cancellation arises through a cause that is nonattributable to ESSO. Bankruptcy or Liquidation In the instance that a company be declared as bankrupt or enters into liquidation other than for the purpose of restructuring or merger, or has a receiver appointed, the organiser shall be at liberty to terminate the contract with the company, immediately cancel the allocation of a Satellite Symposium to the company and forfeit all sums paid by the company. Enforcement of Rules Applies equally to all exhibitors and organisers of ESSO 32 Satellite Symposia. Violation Procedure The procedure for policing and enforcing the violation is as follows: When noticing a violation, the ESSO 32 Secretariat staff will ask the company to correct the situation according to the applicable regulations. If the company refuses to comply, the ESSO 32 Secretariat staff will report alleged violations to the ESSO 32 congress Committee. After considering the available evidence, a representative of the relevant company will be invited to present the company’s view, after which the Committee will give its opinion. This will be confirmed in writing after the congress. Appeals may be made to the ESSO 32 congress Committee.
If the item cannot be reallocated to another company: - 25 % of the total rate, if the cancellation request is received in writing by 01 September 2011 - 50 % of the total rate, if the cancellation request is received in writing by 16 January 2012 - 100 % of the total rate, if the cancellation request is received in writing after 16 January 2012
Claims Procedures, Place of Performance and Jurisdiction All claims by the exhibitor against ESSO must be made in writing. The maximum time lapse is 3 months from the closure of the congress. Agreements which deviate from these conditions or from the supplementary regulations must be made in writing; facsimile signature will suffice. The contract is governed exclusively by Belgian law; English text is authoritative.
If the item can be reallocated to another company, the company will receive a full refund of deposits paid, less administrative fees of 10% of the total rental rate, with a minimum of 250 EUR.
Final Clause In cases not covered by the regulations in this Invitation to Industry, ESSO interpretation and decision shall be final.
Administration Fees/Invoicing Changes Invoices will be addressed in accordance with the invoicing date provided by the company. Please note: if a billing change is requested (i.e. company name change, or address change), an Administration Fee of 100 EUR excl. VAT will be charged to the company.
61
INVITATION TO INDUSTRY
Establishment of Contract Application is made by completing and returning the Advertising Application Form and Contract. Applications will be allocated on a first-come, first-served basis.
19-21 September 2012 www.essoweb.org
valencia , spain
Contact Information
Contact Us Congress Venue Valencia Congress Centre Avda. Cortes Valencianas, 60 46015 Valencia Tel.: +34 963 17 94 00 Fax: + 34 963 17 94 01 E-mail:
[email protected] www.palcongres-vlc.com
Congress Secretariat C/O ECCO - the European CanCer Organisation Avenue E. Mounier, 83 B-1200 Brussels - Belgium Tel.: +32 2 775 02 01 Fax: +32 2 775 02 00 E-mail:
[email protected]
Sponsorship Sales Bruno De Man
[email protected] +32 (0)2 775 02 04 Operations Adline Lewuillon
[email protected] +32 (0)2 775 02 40 Elisabeth Koeck
[email protected] +32 (0)2 775 29 35 Registration Management Riitta Kettunen
[email protected] +32 (0)2 775 02 05
For information about ESSO 32 please visit and bookmark the ESSO Congress website at:
www.ecco-org.eu
