Information for Sponsors & Exhibitors
Information for Sponsors & Exhibitors Venue De Rode Hoed, Keizersgracht 102, 1015 CV Amsterdam, Netherlands Tel: +31 20 – 262 22 56 Website www.rodehoed.nl Email: info@rodehoed.nl Course Website Homepage: http://eacr.org/mpathcourse2015/index.php Exhibition Floor Plan Sponsors Page Course Secretariat Kathryn Wass Office & Conference Series Manager European Association for Cancer Research EACR Secretariat Sir Colin Campbell Building University of Nottingham Innovation Park Triumph Road Nottingham NG7 2TU United Kingdom Tel: 0115 9515114 Fax: 0115 9515115 E-mail: kathryn.wass@nottingham.ac.uk Twitter: @EACRnews Website http://www.eacr.org 1 Trade Exhibition The trade exhibition will be open from Monday 11 May at 12.30 and close at 11.30 on Wednesday 13 May 2015. Build up and Breakdown Set up date and time: Monday 11 May 10.00 – 12.00 Dismantling date and time: Wednesday 13 May 11.30 Stand Representative Registration Please register each member of stand staff directly via the website, omitting the payment section. Information on any dietary requirements will be requested during registration. Refreshments As agreed under the terms of sponsorship and exhibitor published tariffs, your representative(s) will receive tea/coffee refreshments and lunch. Additional registrations for stand staff may be purchased: please contact the Course Secretariat to arrange this. Course Dinner The Course Dinner is an excellent chance for participants to network in an informal atmosphere. Course Dinner tickets are included in Gold Sponsorship, but other sponsors/exhibitors can purchase tickets separately for €65. This can be paid online when registering stand staff, or by invoice alongside payment for sponsorship. Programme book One printed Course Programme Book will be provided (please ask should more copies be required). Access to scientific sessions The exhibitor pass may also be used as a scientific session pass during the meeting. Accommodation Accommodation is not included within the registration for Exhibitors and Sponsors, and should be reserved independently. Electricity Each exhibitor will have access to a low voltage power supply. Wi-Fi Free wifi is available at De Rode Hoed. Exhibition table Exhibition tables are 6ft long folding tables and will include two chairs. All tables will be dressed with a red tablecloth. Delegate List The delegate list in Excel format will be sent after the meeting for a single post-conference mailing. 2 Shipping To organise the shipping of literature and stand equipment, please contact the venue directly: Thomas Blonk De Rode Hoed Telephone +31 20 – 262 22 56 Email T.Blonk@rodehoed.nl Inserts and literature Inserts and literature may arrive (by prior arrangement only) from 7 May 2015 at the earliest to: C/o Thomas Blonk De Rode Hoed 4th EACR/OECI Molecular Pathology Approach to Cancer Training Course <Name of your Company> Course pack inserts Keizersgracht 102 1015 CV Amsterdam Netherlands Stand Equipment Stand equipment may arrive from 7 May 2015 at the earliest to: C/o Thomas Blonk De Rode Hoed 4th EACR/OECI Molecular Pathology Approach to Cancer Training Course <Name of your Company> Stand Equipment Keizersgracht 102 1015 CV Amsterdam Netherlands The venue reserves the right to refuse deliveries other than on agreed dates or by prior agreement. All items delivered MUST be clearly marked as indicated above. Goods / deliveries received will remain at the consignor’s own risk. The venue accepts no liability for items delivered. It is the responsibility of exhibitors to arrange the collection of their items post event. The venue will not act as consignor in these instances. 3 Advertising Additional Sponsorship Opportunities Exclusive provision of branded notepads to participants (approx. 120; to be provided by the sponsor): €300 Full page colour advertisement in Course Programme Book: €300 Choice of 120 leaflets to be included in the delegate pack or displayed on the literature table: €200 Please contact caroline.moulins@nottingham.ac.uk to enquire about any of the above additional sponsorship opportunities. Programme Book Advertising 1 A4 full page colour advertisement in the printed and online Course Programme Book is included in Gold Sponsorship or can be purchased (see above). Please arrange to send your advertisement directly to caroline.moulins@nottingham.ac.uk no later than Monday 20 April 2015. Advertisements should be A4 colour portrait in high-resolution PDF format with the following specifications: Advert area trim: 297mm x 210mm With bleed: 307mm x 220mm Type area: 277mm x 190mm 4 Terms and Conditions On agreement to sponsor or exhibit and/or payment of invoice, all Exhibitors and Sponsors agree to the following Terms and Conditions. Damage Exhibitors/Sponsors will be held financially responsible for the full cost of repairs resulting from any damage caused during the event. Insurance We strongly recommend that exhibitors have suitable insurance in place. Neither the venue nor the European Association for Cancer Research accept any responsibility for deliveries, exhibition items or personal effects left on site during the event or any items for collection post event. Please check with your insurance company to ensure you have suitable, fully comprehensive cover. Fire Precautions Fire and emergency evacuation procedures must be strictly adhered to. Cancellation Policy A company wishing to cancel its support after the full payment of invoice will be refunded as follows: - 75 % of the total rate will be refunded, if the cancellation request is received in writing 84 calendar days (12 weeks) prior to the start of the Course - 50 % of the total rate, if the cancellation request is received in writing 56 calendar days (8 weeks) prior to the start of the Course - If the cancellation request is received in writing fewer than 56 calendar days (8 weeks) prior to the start of the Course no refund will be made. Abandonment/Postponement 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 or venue of the Exhibition or the Exhibition layout, the organisers shall not be liable for any expenditure, loss or damage incurred by Sponsor/Exhibitor resultant upon such change, and the Organisers are not obliged to return any monies paid for sponsorship/exhibition. In the event that the Course does not take place owing to an event of force majeure, the Sponsors/Exhibitors undertake not to claim any indemnity from the Organisers. The amount still available following payment of all the expenses incurred shall be distributed to the Sponsors/ Exhibitors on a prorata basis of the amounts paid. 5
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