Specific guidelines, rules, etc.
Please note that booth reservation is now closed.
Exhibit & Deliveries Information
Delivery of equipment for exhibition booths:
From: Monday, 5 September 2011.
Setting-up of the stands:
From: Sunday, 11 September 2011, from 8:00 to 17:00 (Hall des Pas Perdus).
To: Monday, 12 September 2011, from 8:00 to 12:00 (Les Goudes).
Open hours for the Exhibits:
From: Monday, 12 September 2011, 14:00.
To: Friday, 16 September 2011, 11:00.
Taking-down of the stands:
Friday, 16 September 2011, after the morning coffee break.
Delivery of advertising materials (brochures, pens, etc.) to be included in conference bags:
From: Monday, 5 September 2011.
(Precise address will be given later)
Open hours for the Conference:
From: Monday, 12 September 2011, 08:30.
To: Friday, 16 September 2011, 13:30.
General Terms of Sale
Subscription
To become a Partner or to book a booth, you must return your registration form along with a 50% pre-payment to the General Secretariat of the Conference. Balance payment will be due before 15 July 2011, at the latest. No verbal booking will be accepted.
The booking and settlement of the pre-payment are considered a firm commitment and place the subscriber under obligation to accept the general and specific conditions of the sponsorship Contract Agreement and of the Technical Manual for the Exhibitor which will be sent to all companies that have booked an exhibition booth.
Further, non-payment of the balance payment before 15 July 2011 will constitute grounds for immediate cancellation, by law, of the right to take up the reserved booking(s) without reimbursement of the pre-payment.
Position and exhibition map
Booths will be allocated chronologically, as bookings are received. After allocation, no change can be accepted without the organizer’s written approval.
IMPORTANT: The exhibition map will be sent after the registration form and 50% pre-payment are received. The exhibition map, as indicated in this document, has no contractual binding and is subject to City Council’s approval. We reserve the right to modify both size and arrangement of the exhibitor’s booked area according to the City Council.
Arrangement of exhibits
The space provided will be shown on the floor plan insofar as possible, but Management reserves the right to make changes at any time to the location, size and display limits of a booth if it is in the best interest of the show, if it is requested by the Security Commission, or in case of excess of the Exhibit Site load limits (contact Management for additional information).
Exhibit floor weight-bearing capacity is 500 kg/m2. Exhibitors may not place objects weighing more than 500 kg/m2 in their booth. This is an absolute limit and no exceptions will be made. Violations will not be permitted. Any damage caused by excess weight or by the setting-up, installation, use, exhibiting or removal of any objects exceeding this weight will be repaired at the exhibitor’s expense.
Exhibitors agree to arrange their exhibits so as not to obstruct the general view nor hide other exhibits. A maximum back wall height on linear booths is restricted to 2.5 m, with a 2 m height restriction imposed on all materials in the remaining space forward to the aisle. No partitions other than the side rails provided by Management are allowed unless specifically approved in advance. The entire cubic content of an island booth may be used up to the maximum height of 2 m, including signage. Exhibitors may not project beyond the space allotted and aisles must be kept clear of traffic.
Exhibitors are not permitted to use POWER TOOLS (electric drills, power saws, etc.) on booths of any size. Manual tools such as hammers, screwdrivers, ratchets, pry bars, etc. are allowable for exhibitor use within size and time limitations. Exhibitors may not borrow tools, ladders or other equipment from the exhibit facility and/or Parc Chanot.
Parc Chanot is responsible for maintaining in and out traffic schedules at the exhibit site. Local exhibitors should clear all movements of exhibit materials through the decorator as they will have priority at the unloading area at all times. Exhibitors may also handle their own freight provided the material can be hand carried to and from the booth via accepted fright entrances, or if transport of large items can be done using two wheeled hand trucks of four-wheeled mover-type dollies provided by the exhibitor.
Electrical installation is exclusively managed by Parc Chanot and must conform to regulations and to all national, state and local codes. Information and order forms will be included in the exhibit service kit provided by the Management.
Use and purpose of exhibit space
No exhibitor may sublet, assign or apportion any part of the assigned space, or represent, advertise or distribute literature for the product of service of any other firm or individual except as approved in writing by Management.
Restrictions
The exhibit is scientific and educational; over-the-counter sales during the show are prohibited.
Management may prohibit distribution of souvenirs, advertising matter or anything else it considers objectionable. Distribution elsewhere than within an exhibitor’s booth is forbidden. No materials may be posted, nailed or otherwise affixed to walls, doors or other surfaces in a way that might deface the premises or booth equipment and furniture. Any damage is payable by the exhibitor.
Management reserves the right to restrict, prohibit or eject any exhibit, in whole or in part, which because of noise, safety hazards or for other prudent reasons is deemed objectionable, if an exhibit or exhibitor is ejected for violation of these rules and regulations, no return of rental shall be made. Exhibitor agrees not to sponsor group functions that conflict with any official Conference program, except as approved by Management. Please check the website (www.mt22.org) for information regarding ancillary meetings, hospitality suites, receptions, etc.
Decoration of exhibits
An exhibit service kit will be provided prior to the conference and exhibition which will include information on labor, drayage, furniture, lighting, telephones and electricity. It is the responsibility of the exhibitor to abide by the regulations and deadlines contained therein. All shipments to the Exhibit Site should be marked with the exhibitor’s name, booth number, company name, address, phone number and Show name. A complete shipping address will be provided within the exhibit service kit.
Material handling
One individual from each exhibiting company is permitted one trip to hand-carry items into the exhibit facility. The exhibitor use of dollies, hotel baggage carts, flat trucks and other mechanical equipment, is not permitted. Parc Chanot will control access to the trade show floor which includes access from the loading docks and/or all doorways into an exhibit facility. This will help to provide a safe and orderly move-in/move-out. Unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by Parc Chanot. Rates for material handling services are enclosed in this exhibitor service manual.
Parc Chanot shall be the sole authority on all matters in the DOCK area. This shall include but not be limited to such items as assignment of dock space and loading or unloading of all materials and equipment.
Any conflicts or disagreements regarding the union jurisdictions or interpretations thereof should be resolved with representatives of Freeman and Show Management.
Special requests
Helium, Nitrogen, Oxygen and Nitrous Oxide tanks are not allowed on the event floor. Any special requests should be directed to the MT-22 management PRIOR to submitting the exhibit application & Contract Agreement and full payment. Special requests could be, but are not limited to, needs for cooling water and drains, electrical requirements. If your request can be accommodated and is approved, you will receive confirmation from MT-22 management by email. Please complete the Special Needs section on the Exhibit Application & Contract Agreement and attach the confirmation received.
Cancellation conditions
Any booth, symposium or other sponsorship cancellations must be made in writing to the General Secretariat of the Conference. Cancellations will be subject to the following conditions:
Before 15 July 2011: 50% of the total amount owed (including tax) is not refundable.
After 15 July 2011: No reimbursement of payments will be made.
Force Majeure
In case of Force Majeure, the Conference and exhibition dates can be subject to change, or may even be cancelled. In the latter eventuality, funds available after payment of incurred expenses shall be distributed between the exhibitors, in proportion to their payments, without the possibility of any recourse against the organisers or director.
Insurance
The undersigned waives all recourse against the organizers and the proprietors of the premises and undertakes to take out the necessary insurance policies to cover risks arising from materials (theft, damage, etc.) and civil liability covering the signatory’s permanent or temporary personnel attending the Conference. In no case will the exhibitor be covered by the Conference organization’s insurance policies.
Miscellaneous booking and rental of advertising space
Advertisers are asked to check that their advertising complies with French legislation regarding advertising of pharmaceutical products and medical hardware. The organizer will not at any grounds whatsoever be able to entertain any complaints lodged after termination of the event.
The organizer reserves the right not to sell a partnership to any firm, company or organization whose activities do not relate directly to the general topic of the event or do not comply with the strict standards imposed by the organization committee. Applications should be sent to the organization committee, which will make the final decision regarding all applications.
The exhibitor or sponsor undertakes not to organize any satellite event whatsoever throughout the duration of the 22nd International Conference on Magnet Technology in the Marseilles region without having previously obtained the organizer’s written approval. Furthermore the conference exhibitor or partner may only distribute advertising on its own stand at the exhibition or in a room it has booked. Anyone infringing the above rules hereby undertakes to pay compensation to the conference organizers.
Exhibitor’s technical manual
An exhibitor Technical Manual will be sent to each exhibitor who has booked and paid for their exhibition booths. This manual will contain all of the information related to the general conditions, rules of safety, assembly and disassembly of booth, deliveries, details of the official Conference-service providers and forms for the booking of their services.
Rule changes
Management reserves the right to modify or supplement these rules as it deems appropriate to the operation of the exhibit. An exhibitor, its employees or agents shall, at the option of Management, constitute cause for Management to terminate this Agreement and expel exhibitor from the exhibit; exhibitor shall forfeit all fees paid to Management in such a case.
Payment of invoices
Settlement of payment may be made by check, by bank wire transfer or credit card to Atout Organisation Science:
- By check in EUROS only, payable in France, made to “AOS MT 22”
Please return your payment to:
ATOUT ORGANISATION SCIENCE
6, rue Anne Gacon – Village d’entreprises St Henri – Bât 24
13016 Marseille – France - By bank wire transfer to “AOS MT 22” (the exact bank account number will be mentioned on the invoice)
Please include the name of your company and “MT-22” on whichever means of payment you use and send us a proof of payment by e-mail, fax or mail. Please note that your company will be charged for bank charges incurred by this transfer. - By credit card (manual transaction)
