Exhibition Rules and Regulations

Official Service Contractor
The term “Exhibit Management” (abbreviated as EM) used herein refers to the central facility of the University of Vienna responsible for the organisation of events (Veranstaltungsmanagement der Universität Wien, https://event.univie.ac.at/en/services/team-sorted-by-sectors). The University of Vienna is the official service contractor. The contact person from the EM is Nikolaus Ortner. Please contact him for any information. Exhibit kits and other important information will be sent to the primary exhibit contact listed on the exhibit booth reservation form.

Arrangement of Exhibits
All exhibits must be arranged without obstructing the general view or hiding other exhibits. Backgrounds (including signs) must be no more than 3.5 m in height. Material extending into the exhibit area by more than 1m from the back wall cannot exceed 1m in height. No partitions other than the side rails will be allowed, unless specifically approved by the EM. Exposed unfinished sides of exhibit backgrounds must be draped to present an attractive appearance. EM may (at the exhibitor’s expense) direct revisions of any exhibit that does not comply with the above guidelines. Exhibit booths may only be used in a straight line as it appears on the floor plan.

Location/Layout of Exhibits
The EM has the right to alter the location and/or layout of the exhibits in the best interests of the overall exhibition and meeting.

Exhibits must be completely in stalled by 15:30 on Sunday, 18 August 2019. Exhibit Management reserves the right to re-assign any space not installed at that time. No packing or dismantling of exhibits will be permitted prior to the time slots indicated (i.e. Wed 21.08. 17:00-21:00. Thu 22.08. 07:00-08:30, Thu 22.08. 17:00-21:00 and Fri 23.08. 07:00-12:00). There will be a € 500 fine for any exhibitor dismantling earlier or outside the agreed time slots.

Occupancy of Booths
All booths should be staffed during the advertised show hours. These are formally on each conference day from 09:30 to 17:00. In addition, the exhibition is supposed to be open on Sun 18.08. 16:00-21:00 (opening ceremony & welcome reception). Detailed scheduling will be delivered at the installation.

General Conduct of Exhibitors
All materials and activities must be confined to the limits of the exhibit booth(s) and may not impede traffic or interfere with other exhibits. Furthermore, all of the following practices are expressly prohibited: the promotion of products or services oth er than those of the exhibitor, excessive noise that would interfere with other exhibitors, the storage or use of flammable or explosive materials (or any substance prohibited by local laws or insurance carriers), the soliciting of participation in surveys or any other harassment of attendees, the use of live animals, the solicitation of business by anyone other than the representatives of exhibiting organizations, and the publicizing or conduct ing of any activities that would attract attendees away from the exhibition during exhibit hours. The operation of X-ray equipment has to be indicated as a special request on submitting the registration form.

Rejection & Penalties
The EM reserves the right to refuse any applicant for exhibit space, as well as the right to restrict or evict any exhibit that, in the opinion of Exhibit Management, detracts from the general character of the exhibition. This reservation applies to displays, printed matter, promotional materials, noise, personal conduct, and method of operation. In the event of such restrictions or eviction, the EM will not be liable for any refunds or other exhibit expenses.

Exhibitors are urged to take out a portal-to-portal rider on their own insurance policy, usually available at a nominal cost, to protect against loss through theft, fire, damage, etc. Exhibitors are responsible for their equipment and property. The exhibit area will be monit ored and secured, but the University of Vienna does not guarantee nor protect the exhibitor against loss of any kind. Each party agrees to be responsible for its own property through insurance or self-insurance; exhibitors shall hold harmless the University of Vienna for any and all damage caused by theft and those perils normally covered by fire and extended coverage policy.

The exhibitor agrees to assume all responsibilities for any damage to the exhibit booth area. The exhibitor also expressly in demnifies and holds harmless the University of Vienna, the show’s official service contractor, and any other agents of EM from any and all liability that may ensue from accidents, injuries, damage by fire, loss or theft of property, or any other cause the exhibit booth area. Security guards will be provided; however, the exhibitor retains sole responsibility for his/her own exhibit materials. In the event that the exhibition is cancelled, the liability of the EM shall be limited to the monies paid by the exhibitor as exhibit booth rental, less a proportionate share of all expenses incurred by the EM for the exhibition.

Subletting of Space
No exhibitor shall assign, sublet, or apportion the whole or any part of the space allotted without any written agreement.

Payment Terms
Only credit cards and bank transfers are accepted. Exhibit Fees should be made payable to the University of Vienna, Universitätsring 1, 1010 Vienna. Questions regarding exhibits and/or rates should be directed to Nikolaus Ortner.

Cancellation Policy
After a signed contract has been received, cancellations by 30. April 2019 will be liable for a penalty of € 600 per booth reserved. No refunds will be given after 30. April 2019. All cancellations must be submitted in writing.