AVEPA, the Association of Spanish Veterinary Specialists in Small Animals, will hold the “AVEPA-SEVC 2022 National Congress” from OCTOBER 23-25 at Palacio Municipal de Congresos, Madrid
To this end, it defines the following terms and conditions for companies in the sector interested in sponsoring the event as exhibitors.
GENERAL TERMS:
· AVEPA defines the objective of the exhibition and defines its field of action.
· Exhibitors are those to whom the organization has sent a confirmation regarding space and rental price.
SPACE RESERVATION
· The floor plan of the commercial exhibition will always be available at the following link
The changes made to the floor plan will be published online and will not be expressly communicated to exhibitors if AVEPA does not consider that they may affect their booth.
· AVEPA will publish the floor plan of the commercial exhibition with sufficient time and will send it to the companies that have shown interest in participating in the congress.
· The companies participating in the same event in its edition of the previous year will have priority to confirm their participation and choose a stand location until January 2, 2023.
· If the event is held in a venue in which it has been held previously, the participating companies will have priority over the space they had on the last occasion in which they participated in said venue.
· Once the spaces have been awarded to the participating companies in the previous edition, the available spaces will be offered to new companies.
· A space will be considered reserved when a member of the AVEPA team receives an e-mail confirming its reservation, and this signed document is attached, which includes terms and conditions.
· The organization rents the spaces for the stands and assigns them, taking into account the preferences of the exhibitors whenever possible. The organization reserves the right to change the assigned space, due to exceptional circumstances, before the start of the construction of the stand, without the exhibitor being able to make any claims. The rental contract, however, remains.
SPONSORSHIPS
Sponsorship options are available at www.sevc.info/expo/
· Only companies with a confirmed stand will be able to contract some type of sponsorship within the event.
· Sponsorships will always be agreed by email and the signing of the contract will not be necessary. AVEPA will send a budget that must be accepted by email.
DESIGN AND CONSTRUCTION
· AVEPA will carry out the distribution of the spaces of the Palace for the construction of the stand, following the current safety regulations.
. All stands will be built with reusable and recyclable modular panels by the company hired by AVEPA for this purpose. The construction of stands by external companies will not be allowed unless they adapt to the philosophy adopted by AVEPA. In that case, the construction plan must be sent for the corresponding authorization by AVEPA no less than 3 months in advance of the event.
· The construction of all the stands includes carpet, modular structure, lighting, and electrical power. The modification of any of these elements must be requested directly to AVEPA.
· Exhibitors may rent furniture and any graphic service from the company officially contracted by AVEPA or from any external company. For the implementation of these elements in the stand, external suppliers must coordinate with AVEPA in terms of delivery and collection schedule.
CELEBRATION OF THE EVENT
· AVEPA will send exhibitors details of the assembly, celebration and disassembly of the event well in advance.
· The organization reserves the right to change dates and times established to open the exhibition without the exhibitors being able to make claims. The rental contract, however, remains in force.
· It is not allowed to rent the exhibition space totally or partially by the exhibiting company to third parties.
· You can only distribute advertising material inside the stand.
· Sound amplification may not be used without the permission of the organization.
· Exhibitors are not allowed to have flammable substances, light fires or have stoves lit without the permission of the organization and in accordance with the current regulations of the fire service.
· No inconvenience should be caused to other members of the exhibition or to visitors in general, according to the organization's assessment.
· Any catering service must be requested from the official company of the event.
· Exhibitors are required to be present or represented during the hours that the exhibition is open to the public. Exhibitors are free to accept or deny certain people access to their stand, however, the organization has access to the stands at all times.
· Exhibitors are required to comply with any instructions distributed by the organization or by the Fire Service, regarding the assembly, construction, decoration, advertising, security, maintenance and dismantling of the respective stands. If at the time of opening the exhibition to the public, any of the exhibitors has not occupied their stand or it is known that they will not occupy it, the organization can dispose of it without the need to notify or summon the exhibitor and without having the obligation to return the money already paid or deduct it from the remaining payment. In case of not complying with the instructions established by the organization or/and the fire service, the necessary measures will be taken.
· Participation in the exhibition is at the risk of the exhibitors themselves. The exhibitor will indemnify the organization if damages have been caused to third parties as a result of their performance in the exhibition. The organization may require exhibitors to take out insurance that covers damage to third parties. The organization is not responsible for lost or damaged objects. Exhibitors are responsible for their actions and for those who directly or indirectly act as their employees.
· The organization sets the time to dismantle the stands. Items found after this time will be stored at the customer's risk. The organization has the right to publicly or privately sell said objects, the exhibitor has the obligation to leave the occupied space in the same conditions as it was assigned. If the organization considers that measures have to be taken to return the space to its original state, the exhibitor will have to bear said expenses.
·In the event that the established conditions are not fulfilled, the exhibitor in question authorizes the organization to close or cancel its stand before or at the same time without being responsible for the consequences caused by doing so. The organization decides in all cases in which these conditions are not met. Relations between the participant and the organization will be regulated according to current laws.
· In the event that the event cannot be held for reasons beyond the control of the organization, any allocation of space already made will be canceled and the money that the exhibitors have paid to date will be returned, deducting the expenses that the organization could have incurred. ; Said expenses could be allocated in whole or in part among the exhibitors up to a maximum of 15% of the amount to be paid for their corresponding stand. This refund will be made within 60 days after the date of cancellation. The organization has the right to cancel the exhibition only in serious circumstances.
. The conference organization makes a pre- and post-event storage area available to exhibitors. The dates for shipping and collection of the material by the companies will be previously specified depending on the regulations of each headquarters.
Failure to comply with the established dates will imply that the extra charge that the venue invoices AVEPA will be transferred to the exhibiting companies once the event is over.
. In the event that a company contracts services from external suppliers for the placement of furniture and/or graphics, they will be responsible for collecting the material once the event is over. Failure to comply with the times previously established by the organization will imply that the extra charge that the venue invoices AVEPA will be transferred to the exhibiting companies.
BILLING AND PAYMENT
· Invoices will be issued in May 2024.
· Invoices must be paid in full before the event is held.
· If the exhibitor declares bankruptcy before or during the exhibition, or if he requests or succeeds in suspending payments, the agreement will be dissolved immediately without judicial intervention, although the organization would retain the rental rights already paid or payable without any obligation to return it.
· If an exhibitor does not pay the rental of the stand within the agreed period, the organization can declare the contract terminated immediately, ensuring that it is responsible for the damages, by means of an amount equal to the sum owed to the organization increased by the expenses caused by the redistribution of the rented space, even if not occupied, without the need for prior notice or any judicial intervention and without the exhibitor being able to make claims.
· If an exhibitor fails to fulfill its obligations to the organizers regarding the exhibition, the organization may retain its merchandise in the same building where the exhibition has taken place or store it at the expense and risk of the exhibitor without the need for judicial intervention until it complies the obligations contracted. The organization is authorized to sell the items publicly or privately 30 days after the end of the exhibition if these obligations have not been fulfilled. After the sale, the organization undertakes to proceed with the liquidation of the profits in accordance with its requirements, in addition to the increase in sales and storage expenses. The organization is explicitly authorized by the participant to act in this regard.
· Any cancellation or change of the original reservation by the exhibitor must be made in writing to the Technical Secretariat.
Cancellations made:
Before July 15, 50% of the total cost of the stand will not be reimbursed.
As of July 15, 100% of the total cost of the stand will not be reimbursed.
The fact of not having issued an invoice even at the time of cancellation or even not having made any payment, the exhibiting company must pay the corresponding amount mentioned above given the contractuality of the reservation.
RIGHT OF ADMISSION CLAUSE
1.Definition and Scope:
The board of directors of AVEPA, as the ultimate party responsible for the congress and organizer, reserves the right to admit and expel exhibitors from the congress. This right is exercised to ensure compliance with the congress rules, respect among participants, and the integrity and values of the event and AVEPA. The application of this right is at the discretion of the organizer and can be invoked before or during the event.
2. Exclusion Criteria:
to. Inappropriate behavior or conduct that is considered offensive, disruptive or dangerous.
b. Failure to comply with the rules and regulations of the event established by the organizer.
c. Failure to pay the agreed upon fees for the rental of the stand, or the existence of any legal dispute in progress.
d. Providing false or misleading information in the booth application.
and. Any other behavior prior to or during the congress, which, in the opinion of the organizer, may negatively affect the congress experience for both the organizer, the participating companies or attendees, the safety of the attendees, or the proper development of this or other congresses. from AVEPA.
3. Consequences of Expulsion:
a.In the event of expulsion before the event, payments made to date will be withheld as compensation for the preparations made and space reservations.
b. In the event of expulsion during the event, no refunds will be made and the exhibitor must vacate the stand immediately.
4. Non-Discrimination:
The exercise of the right of admission and expulsion will be carried out in a fair and equitable manner, without discrimination based on race, color, religion, sex, nationality, age or disability.
PARALLEL ACTIVITIES CELEBRATION
Any type of event celebrated parallel to the Congress organized by participating companies, whether scientific or social, during the two days before or after the start of the Congress in the host city, must have the approval of the Organizing Committee.
Said Committee reserves the right to exclude the company from the commercial exhibition of the Congress, in case of non-compliance with this rule.
The organization of the Congress will facilitate and may approve exhibiting companies for the organization of events parallel to the Congress (scientific or social), depending on their nature, if they do not interfere with its activities, and within the framework of the Congress.