ISUOG 2022 World Congress Terms and Conditions - Exhibition and sponsorship (onsite and virtual)
By submitting your booking form, you agree to the following Terms and Conditions:
In these Regulations the term “Exhibition” in all cases refers to the aforesaid Exhibition held virtually and physically, being held in conjunction with the aforesaid World Congress. The term “Exhibitor” includes any person, firm, company or corporation and its employees and agents to whom space(s) has been allocated for the purpose of exhibiting (physically and/or virtually) and/or who qualifies for a sponsor package by reaching a certain level of financial investment in the World Congress as detailed in the industry prospectus.
The term “Organisers” means The International Society of Ultrasound in Obstetrics and Gynecology (ISUOG) Organising Committee/staff. The term “Premises” refers to those portions of the stated onsite venue licensed to the Organisers. The term “Platform” refers to the product(s) used to host the World Congress virtually.
Installation and removal of exhibits on onsite Premises:
Exhibitors will be advised of when they may commence installation of exhibits. Exhibitors are prohibited from commencing such installation until the time nominated to them. The Organisers will use their best endeavours to adhere to the nominated date for the commencement of Exhibitor’s work but will accept no responsibility for any costs, claims or expenses arising from any variation to such date and/or time. All exhibit materials and content will be reviewed by the Organisers. Exhibits which do not reasonably satisfy the Organisers or the Premises shall be modified forthwith by the Exhibitor in such manner and within such time as the Organisers may require. If the Exhibitor uses materials or content which have not been approved, the Organisers may remove such exhibits at the expense of the Exhibitor who shall forfeit all sums paid by way of deposit, rental or otherwise. ISUOG will not be liable for any loss caused by this occurrence. An Exhibitor may not display any advertising or promotional content in areas other than their pre-reserved stand, advertising space or other sponsored activity. They shall not erect any sign, stand, wall or obstruction, which, in the opinion of the Organisers, interferes with an adjoining Exhibitor, at the sole discretion of the Organisers. The Organisers reserve the right to moderate and remove any such content. An Exhibitor may not, except by express written permission of the Organisers, display directly or indirectly, advertise or give credits to any products other than his own or those of his named principal. The display of acknowledgement or credit indicating membership of organisations or Trade Associations is not allowed except by express written permission of the Organisers. The Organisers reserve the right to mask or remove from the Premises any product or sign violating this regulation and all costs will be charged to the Exhibitor.
The Exhibitor is responsible for the safety of its products, display and stand. During breakdown period no material should be left unattended at any time. It is the responsibility of the Exhibitor to leave the stand space clean and tidy during the Exhibition and after dismantling. All exhibits, displays, stand fittings and materials must be removed from the Premises by the time and date stated by the Organisers. Removal of exhibits and dismantling may not commence until after the official closing time. Any special arrangements for installation or removal of exhibits must be with the approval of the Organisers.
Stand construction and services on onsite Premises:
For insurance, security reasons and to adhere to regulations stipulated by the Premises, the Organisers will appoint official contractors for all stand construction, all electrical services (mains and fittings) and all ancillary services. Due to the necessity of coordinating all activities during installation and dismantling periods and for security purposes, no other contractors will be permitted to undertake any of this work without prior consent of the Organisers.
Upload of materials and content on virtual Platform:
Exhibitors will be informed when they can upload materials and content onto the Platform. The Organisers will use their best endeavours to adhere to the nominated date for the commencement of work on the Platform but will accept no responsibility for any costs, claims or expenses arising from any variation to such date.
All exhibit materials and content will be reviewed by the Organisers. Exhibits which do not reasonably satisfy the Organisers must be modified forthwith by the Exhibitor in such manner and within such time as the Organisers may require. If the Exhibitor uses materials or content which have not been approved, the Organisers may remove such items from the Platform. ISUOG will not be liable for any loss caused by this occurrence.
An Exhibitor may not display any advertising or promotional content in areas of the Platform other than their pre-reserved stand, advertising space or other sponsored activity. The Organisers reserve the right to moderate and remove any such content from the Platform. An Exhibitor may not, except by express written permission of the Organisers, display directly or indirectly, advertise or give credits to any products other than his own or those of his named principal. The display of acknowledgement or credit indicating membership of organisations or Trade Associations is not allowed except by express written permission of the Organisers. The Organisers reserve the right to mask or remove any product or sign and remove from the Platform any items or chat-content violating this regulation and all costs will be charged to the Exhibitor.
The Organisers reserve the right to change the scientific program and Exhibition layout if necessary. The Organisers also reserve the right to amend or alter the location of stands without any financial implication to the Organiser. The Organisers reserve the right in unforeseen circumstances to amend or alter the exact site of the location of the stand and the Exhibitor undertakes to agree to any alteration to the site or the space re-allocated by the Organisers. In these instances, the Organisers will endeavour to ensure that the exhibition and sponsorship packages are discussed with the relevant parties and that the packages remain as close to what has been previously agreed. The Organisers reserve the right to change the dates or format of the World Congress. In these instances, all Exhibitors will be offered the opportunity to transfer their package to the new dates or format. If the Exhibitor is unable to make the new dates they will be offered the opportunity to transfer their package to the following ISUOG World Congress or ISUOG International Symposium event. If there are components of their package which cannot be incorporated to the new format, the Exhibitor will be offered a refund on these items only.
All cancellations by Exhibitors must be made in writing to the Congress Secretariat copying in [email protected]. In the event that an Exhibitor or sponsor wishes to cancel their booking, or fails to meet any of the payment obligations, then the Organisers reserve the right to apply the following cancellation charges and to re-sell the space:
Five to three months prior to the 2022 World Congress – 25% of the contract price
Within three months of the 2022 World Congress – 100% of the contract price
A minimum 80% refund will be made if the Exhibition space and all sponsorship packages are fully resold
Any payments already made to the Organiser over and above the applicable cancellation charges will be refunded. Should monies not, at the time of cancellation, already have been paid to the Organiser the Exhibitor hereby agrees to pay the cancellation fee. In the event that the Organiser must completely cancel the World Congress, all Exhibitors will be offered the opportunity to transfer their package to the following ISUOG World Congress or ISUOG International Symposium event.
Access to the virtual Platform will require the use of Exhibitors’ computer or mobile device, as well as communications with or use of space on such devices. Exhibitors are responsible for any internet connection or mobile fees and charges that they incur when accessing the Congress virtually. Exhibitors are responsible for using the virtual Congress Platform as set out in the instructions provided. In the unlikely event of Platform, internet or other telecommunications disruptions affecting the live transmission of the 2022 Congress, Exhibitors and delegates will have the opportunity to watch the recorded sessions on-demand, by accessing the 2022 Congress virtual Platform until 18 October 2022 (23:59 GMT). No refunds will be given in such cases. ISUOG is not liable or responsible for any delay, disruption or disturbance in the operation of the internet or problems caused by your internet service provider or for any telecommunications failures which are beyond our control. Access to the virtual content may be temporarily unavailable during the 2022 Congress for updates and critical maintenance of the virtual Platform and systems to ensure optimal user experience. ISUOG does not guarantee uninterrupted and/or error-free access to the virtual Platform. ISUOG will endeavour to resolve any such interruptions as fast as possible. These times will be kept to a minimum.
Bankruptcy or liquidation:
In the event of an Exhibitor becoming bankrupt or entering into liquidation (other than voluntary liquidation for the purpose of amalgamation or reconstruction) or having a receiver, administrator or trustee appointed over any of its assets, the Organisers shall be at liberty to terminate forthwith, the allotment of Premises stand and/or Platform space will be cancelled and all sums paid by the Exhibitor under contract shall be forfeited. The Organisers shall be at liberty to terminate forthwith the contract with the Exhibitor and the terms and conditions relating to cancellation of space set out in clause 6 shall apply.
Payment terms and occupation of Premises and/or Platform stand space and/or delivery of Exhibitor packages:
The Exhibitor, agents, employees and contractors may enter the Premises and/or Platform only at a time which will be nominated to them for the purpose of stand dressing/fitting and/or set up and staffing. In the event of an Exhibitor failing to take possession of its stand or any other sponsored activity, the Organisers have the right to re-allocate the stand or other sponsored activity and all monies paid shall be forfeited. Exhibitors must make their final payment by the date it is due according to their invoice/contract. After this time, and only when monies have not been paid, the stand or any other sponsored activity will be available for sale to another company. All deposits paid will automatically be forfeited and no refund will be made. Exhibitors wishing to qualify for the early bird discount must book and complete total payment for their package, by the deadline.
No Exhibitor shall occupy its Premises and/or Platform stand space or sponsored activity (such as Satellite Symposia) will be made live on the Platform until all monies owing to the Organisers by the Exhibitor are paid in full. If the Exhibitor fails to comply in any respect with the terms of this agreement, the Organisers have the right to sell the Premises space and/or remove any content from the Platform. The Exhibitor, however, will be liable for any loss suffered by the Organisers as a result and all monies paid by the Exhibitor shall be forfeited to the Organisers. In the event of the Exhibitor failing to occupy the said space by the advertised opening of the World Congress, the Organisers are authorised to occupy or cause the said space to be occupied in such manner as they may deem best for the interest of the World Congress without refund to the said Exhibitor and without releasing the Exhibitor from any liability within these terms and conditions.
Obstruction of gangways and open spaces at onsite Premises:
Exhibitors on the Premises will not be allowed to display exhibits in such a manner as to obstruct the light or impede or project over gangways or affect the displays of neighbouring Exhibitors. Gangways must at all times be kept clear and free for passage. All emergency exits and access to service areas are to be kept clear at all times. They must not be restricted or rendered unrecognisable. Public gangways shall remain the means of escape even during installation and dismantling periods. Any Exhibitor who continues to cause obstruction or nuisance after notice has been given will be liable to have its stand closed by the Organisers at the Exhibitor ’s expense and risk.
Conduct of Exhibitors and representatives:
ISUOG’s values are excellence, integrity, respect, inclusiveness and passion. ISUOG’s events are intended to promote education and collaboration amongst ISUOG’s international community and ISUOG aims for all participants at its events (for example: delegates, faculty, Exhibitors, staff and suppliers) to have a positive experience. Therefore, ISUOG requests that all participants of its events adhere to this code of conduct for the duration of its events. This code of conduct relates to written, verbal and non-verbal behaviour and communication, including social media activity, and to both onsite and virtual event participants.
Treat all fellow event participants with respect
Refrain from any demeaning or negative behaviour towards any other event participant
Refrain from any disruption to the event scientific program or other event proceedings
Refrain from destruction of property or the use or threat of physical force to person or property
If you feel anyone is not adhering to this code, or have any other concerns during an ISUOG event, please contact a member of ISUOG staff.
Please note that if any ISUOG event participant fails to adhere to this code of conduct, ISUOG reserves the right to address this and take appropriate action (for example, revoke their event registration).
The Organisers reserve the right to stop any activity on the part of any Exhibitor that may cause annoyance to other Exhibitors or visitors.
Onsite: Business must be conducted only from the Exhibitor’s own stand and under no circumstances may this be carried out from a gangway or elsewhere within the Exhibition. The use of audio visual equipment is permitted but must not be such as to cause annoyance to other Exhibitors. The Organisers reserve the right to prohibit their use if in the Organisers’ opinion any annoyance is being caused. The use of microphones is not permitted. Any publicity material may be displayed and/or given away only from the Exhibitor’s own stand and must be approved by the Organisers.
Product demonstrations/scanning: No live scanning/product demonstrations on live models should take place on the Exhibition booth, these should only take place in hospitality suites.
Virtually: The Organisers expect that all Exhibitors will conduct their activity on the Platform with respect for all other World Congress participants, including other Exhibitors. All communications between Exhibitor and other participants must be professional and appropriate. All business communications between Exhibitor and other participants must only be conducted within the pre-reserved stand, advertising space or other sponsored activity of that Exhibitor. If the Organisers see or have reports of any misconduct on the part of an Exhibitor, the Organisers reserve the right to stop any activity on the part of any Exhibitor by moderating or removing content from the Platform or by rescinding the registration of the individual Exhibitor responsible.
Data privacy/sharing of personal data:
Virtual: As an Exhibitor on the virtual event, you will be able to connect with all delegates attending the event via the Platform. The Platform will remain live for up to 30 days following the event live date (depending on the specific event terms), and during this time you will still be able to communicate with delegates that visits the Platform. You will be able to see all delegates’ names, job titles, and any information they choose to make public on their individual profiles, on the Platform. Their contact details (email address) will remain hidden, unless you are eligible to receive these details (as per your contract). Once any delegate agrees to connect with an Exhibitor via the event Platform, that Exhibitor becomes a data controller in relation to the shared data. This includes complying by all relevant data protection laws, including having a complaints procedure in place and an option of opting-out of receipt of any communications from you.
Onsite: If you hire badge scanners and a delegate allows you to scan their badge or otherwise provides their details to you, you will be able to see their name, job title, and any information on their badge/that they provide. Their contact details (email address) will remain hidden, unless you are eligible to receive these details (as per your contract). Once any delegate agrees to have their badge scanned, that Exhibitor becomes a data controller in relation to the shared data. This includes complying by all relevant data protection laws, including having a complaints procedure in place and an option of opting-out of receipt of any communications from you.
Photographs and videos: During the event, ISUOG will take screenshots, photos, recordings and videos during all virtual and onsite activities and sessions. All images and videos become the property of ISUOG. These images and videos will be used by ISUOG for communication and promotional purposes on the website, social media, print materials and other marketing and communications channels. By participating in the 2022 World Congress and/or other activities, you grant ISUOG the right to use your name, image/photograph and any contribution for such purposes.
Trade Union labour on onsite Premises:
All onsite stand fitting, construction or display work should be carried out by members of the appropriate Trade Unions recognised by the Exhibition industry at the rates of pay and overtime and conditions in accordance with the terms of the Working Rules Agreement currently in force.
Electrical requirements on onsite Premises:
Full lighting and power services will be available to the Exhibitor through the official electrical contractor. A schedule of these services and fees will be available once application has been made. Exhibitors may provide their own electrical fittings where such fittings are in the form of made up units, showcases and/or signs complete and ready for connection to the mains supply. Electrical devices which interfere with radio or television systems must be switched off immediately if requested by the Organisers. The use of electrical appliances such as coffee makers etc. shall only be permitted if they conform to the conditions concerning electrical appliances as laid down by the appropriate authority and other statutory bodies. Before such appliances are used, permission must be obtained from the Organisers. The use of immersion heaters and electric heaters with unguarded elements are not permitted.
Dangerous materials and exhibits on onsite Premises:
The Exhibitor must conform to the conditions concerning explosives and dangerous combustible materials as laid down by the appropriate authority and other statutory bodies, including the Premises. Any material or exhibit not approved by the appropriate authority or by the Organisers must be removed from the building at the request of the Organisers.
Fire precautions on onsite Premises:
All material used in construction work display materials etc. must be effectively fire proofed or made of non-flammable materials in accordance with the standards of every appropriate authority. Exhibitors must comply with fire prevention and other safety regulations, existing legal regulations and recommendations.
Damage/alterations to the onsite Premises:
It is not permitted to stick or otherwise fix items on any parts of the Premises. Alterations to rented items and fixtures, the bringing of heavy or bulky items or the putting-up of decorations, signs and posters shall require the prior written permission of the Organisers. Non-observance of this rule shall entitle the Organisers to remove the items in question at the cost of the Exhibitor.
Cleaning on onsite Premises:
The Organisers will arrange for cleaning of the onsite Exhibition aisles outside the Exhibition open hours. Exhibits will not be cleaned.
Security services on onsite Premises:
The Organisers will monitor entrance to the main onsite exhibition hall during opening hours for the period of the Exhibition but will accept no liability for loss or damage. Additional security is the responsibility of the Exhibitor.
Storage on onsite Premises:
It is prohibited to store empty containers and packaging of any kind on or off the stand. Storage of empty material can be arranged through the freight forwarding company.
Freight and transport at onsite Premises:
The Organisers will appoint official forwarding agents for temporary importation of goods for the Exhibition. Overseas Exhibitors wishing to bring in goods or materials for temporary importation must contact the Organisers for details of the official contractor and regulations.
While the Organisers will endeavour to protect Exhibition property whilst on display at the Exhibition, the management of the Premises, the Organising Committee and the Organisers cannot accept liability for any loss or damage sustained or occasioned from any cause whatsoever. Exhibitors will be responsible for all damage to property and for any loss or injury caused by them or their agents or employees and will indemnify the Organisers against all claims and expenses arising there from. In the event of it being necessary for any reason whatsoever for the Exhibition to be abandoned, postponed or altered in any way in whole or in part, or if the Organisers find it necessary to change the dates of the Exhibition or vary the hours the Exhibition is open, the Organisers shall not be liable for any expenditure, damage or loss incurred in connection with the Exhibition. The Organisers shall further not be liable for any loss, which the Exhibitor or Exhibition contractors may incur owing to the intervention of any authority, which prevents or restricts the use of the Premises or any part thereof in any manner whatsoever.
The Exhibitor is responsible for the security and insurance of their activity, materials and content on the Premises and Platform at all times. Exhibitors agree to consult their insurance company or insurance brokers to cover themselves fully against any risks associated with their activity at the Exhibition at the Premises and/or on the Platform. Particular attention is drawn to the need for the following:
Abandonment insurance: The Organisers are not obliged to return any monies paid for space in the event of cancellation or restriction of the Exhibition.
Stand, fixtures and similar insurance: All risks on loss or damage to Exhibitor property, fixtures, fitting and all other property of a similar nature such as personal effects of directors, principals and employees while on the Premises and transit risks from the Exhibitor’s Premises to the Exhibition and return.
Public liability: Liability to the public may arise out of Exhibitor activities and should be covered by appropriate insurance to a minimum of two million Sterling pounds.
The Organisers are responsible for the control of the Premises and Platform Exhibition area including the program. Exhibitors are responsible for the control and supervision of their own stands and/or for the creation of content for their stand and any other sponsored activity, and for having this content ready in the appropriate format to upload to the Platform or have onsite at the Premises within the guidelines and deadlines communicated by the Organisers. Exhibitors are responsible for the staffing of their own stands and other sponsored activity (such as Satellite Symposia) within the guidelines of the Organisers. The decision of the Organisers is final on any question not covered in the foregoing regulations. The Organisers may add to or vary these rules and regulations and do anything at their sole discretion they deem necessary for the proper conduct of the World Congress, provided that such amendments or additions do not operate to diminish the rights reserved to the Exhibitor under this agreement and shall not operate to increase the liabilities of the Organisers. Exhibitors must comply in all respects with the requirement of every appropriate authority, with the Terms of Agreement by which the Organisers may occupy the Premises and Platform and with the policies of insurance effected by the Organisers. The Organisers reserves the right to update the Terms and Conditions. The new Terms and Conditions will be circulated to all Exhibitors. Submission of the exhibition application form confirms acceptance of these Terms and Conditions.
Premises and Platform terms and conditions:
Exhibitors are responsible for reviewing and complying with the standard terms and conditions of the Premises and/or Platform. The Organisers will make every endeavour to make Exhibitors aware of the Premises and/or Platform terms and conditions but takes no responsibility for any breach of those terms.
The Organisers will make every endeavour to attract a large and diverse audience to register for the World Congress. However, the Organisers cannot accept any responsibly for the numbers of registered delegates attending stands or other sponsored activity (onsite and/or virtually), and no financial compensation can be made to Exhibitors in the event they are not satisfied with the engagement with their stand or other sponsored activity (onsite and/or virtually).
ISUOG strives to hold educational and scientific congresses, symposia and events that are independent and compliant with international exhibition and sponsorship standards and best practices. All Exhibitors participating in ISUOG congresses and events are recommended to consult their internal and external compliance processes as it is their responsibility to comply with any laws or regulations that pertain to their particular industry. Whilst ISUOG will endeavour to support all Exhibitors to meet their own compliance standards whilst participating in ISUOG congresses and events, ISUOG is not liable in any way for Exhibitors not complying with their legal, ethical and industry standards.
ISUOG cannot be held liable by Exhibitors for the partial or total non-execution or the postponement of the 2022 Congress, or for any delay or failure in performing any of its obligations under these terms and conditions, due to events beyond the control of ISUOG including accident, an act caused by a third party or force majeure*. Under these circumstances, ISUOG reserves the right to either retain the Exhibition fee and to use it for a future Congress, or to reimburse the Exhibitor after deducting costs already incurred for the organisation of the 2022 Congress or which could not be recovered from third parties. ISUOG may at its discretion repay the Exhibition fee or part thereof, but shall be under no obligation to do so and shall be under no liability to the Exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by attendee, as the result of the happening of any such event.
*The expression ‘force majeure’ shall mean the occurrence of any act or event which is unforeseeable, insurmountable and outside the control of ISUOG, and which renders ISUOG unable to comply in whole or in part with its obligations under these terms and conditions. Force majeure includes but is not limited to act of God (such as epidemic, tidal wave, lightning, earthquake, hurricane, credible threats of natural disaster in the geographic vicinity), armed hostilities or acts of war (whether declared or not), riots, civil or military disturbances, national, regional or professional strikes (excluding strikes, lockouts and other industrial disputes or actions by, between or originated among the parties), curtailment or interruption of transportation facilities, threats or acts of terrorism or similar acts, pandemic, governmental travel advisory, a governmental elevation of the terrorism alert level, the issue of a Travel Warning by the World Health Organization or any other cause comparable events or disaster beyond ISUOG's control.
Onsite attendance - Responsibilities for onsite Exhibitors:
It is the Exhibitor’s own responsibility to check and fulfil any visa requirements for entry into the UK (and for any other countries that Exhibitors stop at on the way to the UK).
It is the Exhibitor’s own responsibility to arrange any personal travel insurance wanted or needed for entry into the UK (and for any other countries that Exhibitors stop at the way to the UK).
It is the Exhibitor’s own responsibility to check and fulfil the current travel and testing requirements relating to COVID19 for entry into the UK (and for any other countries that Exhibitors stop at on the way to the UK), and for return travel to their home country.
ISUOG will follow government COVID-19 requirements at the time of the Congress. Attendees will be required to follow the COVID-19 rules and guidance from relevant authorities and ISUOG. Such requirements may include providing a proof of COVID-19 vaccination and/or a negative COVID test, wearing of face masks and/or social distancing. If there are any specific measures in place or changes, we will let you know as soon as we can.
If any onsite Exhibitor experiences symptoms of a notifiable disease (including but not limited to COVID-19) immediately prior to or during the Congress, then they must follow the rules and guidance given by the authorities and the Organisers at the given time.