Rules and Regulations
The Organiser is the European Society of Cataract and Refractive Surgeons (ESCRS). The Exhibitor is the company that completes and submits the application for virtual booth opportunities. All communications regarding exhibition space must be channelled through the ESCRS Exhibition Department and orders for virtual booth opportunities will only be accepted online via the Virtual Exhibitor Resource Centre (ERC).
Virtual Booth Opportunities
The virtual booth cost depends of the chosen exhibition package and provides various sponsorship opportunities at the 2020 virtual exhibition. Technical information and other services will be available online via the Virtual ERC to all registered Exhibitors from August 2020. By completing the virtual booth registration process, you are entering into a contract with ESCRS so please note all cancellation policies carefully.
Terms of Payment
- 100% booth space balance payment due by 3 August 2020.
In the event that full payment has not been received upon creating the virtual exhibitor account, the Organiser reserves the right to re-allocate booth space and apply the cancellation policy.
The Exhibitor shall undertake to pay to ESCRS all costs related to the supply and provision of the virtual services to the Exhibitor, and their agents, for the Exhibition. Please note that Exhibitors are responsible for their own transaction fees when submitting payments and these must be included in all payment amounts.
Notification of cancellation of booth space must be submitted to the Organiser in writing and will only be deemed accepted once written acknowledgement has been confirmed. Upon cancellation of booth space all associated services will be withdrawn, including exhibitor access badges and associated services.
- A 100% cancellation fee will apply upon the submission of the booking, regardless of whether payment has been submitted or not. If payment has not been received within 30 days of cancellation the outstanding amount will be charged to the credit card registered to the ERC account.This cancellation policy also applies in the event of part cancellation or adjustments with the packages.
Alterations in the Regulations
The Organiser reserves the right to alter the present regulations with immediate effect in the event that orders from the Authorities or other compelling reasons might make it necessary to do so.
Alteration of Positioning and Size of Virtual Booths
The Organiser shall be entitled to alter the virtual space rented by the Exhibitor and to undertake limitations of the rented area. Such limitations can only be made against a corresponding reduction of the booth space rental but shall not render the Organiser liable to pay compensation.
Furthermore, the Organiser shall be entitled, within thirty days after the receipt of the online application and deposit, without assigning any reason and without incurring liability to damage, to cancel the lease entered into against reimbursing any booth package cost paid at the time of cancellation. Exhibitors are not permitted to sublet their virtual booth space or lend it to a third party in part or in whole. Exhibitors may not exchange booth spaces without the prior written consent of the Organiser.
Content Uploads and Management in Virtual Booth Space
All Exhibitors will be provided with an URL and introductions to access/ build the virtual booth. All virtual booths will have a certain number of upload sections and content limits, depending of the Exhibitor’s chosen package. All Exhibitors are strongly recommended to fill all the provided spaces with relevant documents and visuals in order to engage the visitors and gain the maximum return of investment during the 2020 virtual exhibition.
The live virtual exhibition will take place from 2nd to 4th of October, thus all registered and fully paid virtual booths will be visible to visitors during this timeframe. All virtual booths will have a chat function and it is strongly recommended that the exhibiting company will have knowledgeable staff managing the chat functions for the duration of the event.
The Organiser will aim to assist the Exhibitors with all queries that may arise regarding the process, but Exhibitors themselves are responsible for uploading engaging content and utilising their own marketing tools/ platforms to attract visitors to their booth.
In the case of war, terrorism, immobilisation, strike, lockout, fire, regulations of the authorities or other circumstances beyond the control of the Organiser, which might render it impossible or difficult to carry through an arrangement, the Organiser shall be entitled to remove in whole or in part the arrangement to another time or to cancel the agreement and the Organiser shall not be liable to pay compensation to the exhibitor or be bound to reimburse the rental paid.
Each registered exhibitor is entitled to a complimentary allocation of exhibitor badges which are provided as part of each package. The badges are intended for registration of booth staff and will provide access to the virtual exhibition and the networking areas. Attendees requiring access to the scientific programme may avail of the option to purchase the appropriate delegate badges.
Following rules apply to all Exhibitor badge registrations:
- Ophthalmologists must hold the appropriate Delegate registration and may not be registered for virtual exhibitor badges, unless direct and full-time employees of an exhibiting company. In these cases, documentation providing proof of employment will be required to be forwarded prior to event.
- Badge swapping and/or sharing of virtual exhibition access badges is prohibited and will not be tolerated.
- All attendees will be allocated personalised sign-in details.
- Companies found to be engaging in practices which contravene the regulations will incur booth space allocation penalties for future meetings and will forfeit all booth space Priority Points. It is the responsibility of each Exhibiting Company to ensure that each person registered for an Exhibitor badge under their company name is aware of all regulations governing Exhibitor badge registration.>
All exhibitors will be listed on the ESCRS website, the ESCRS congress app and on the virtual congress platform; provided booth space has been reserved and paid in full. The Organiser is not responsible for errors or omissions on exhibitor listings. All submissions are subject to the deadlines stated on the ERC.
Special arrangements, if any, between the Organiser and the Exhibitor which are not included in the agreement shall only be binding when accepted in writing by the Organiser.