SASCRS 2019 - media.withtank.commedia.withtank.com/8a492e982b/sascrs2019_sponsor_exhib_manual_20_pages... · SASCRS 2019 Congress Sponsorship and Exhibition Manual - Information 31

SASCRS 2019Sponsorship & Exhibition Manual

31 Jul to 3 Aug 2019 - Johannesburg South Africa

Original by Leon Fouche www.fouchestudios.com ebook.com/ fouchestudios

Southern African Society of Cataract and Refractive Surgery

18th Biennial International Congress on Anterior Segment Diseases & Surgery

www.sascrscongress.com

SASCRS 2019 Congress Sponsorship and Exhibition Manual - Information

31 July - 3 August 2019 - Johannesburg South Africa Sponsorship & Exhibition Manual - Information v0312

Name SASCRS 2019 Congress

Congress 18th biennial congress by the Southern African Society of Cataract and Refractive Surgery. The Congress will run parallel with a Commercial Exhibition

Dates 31 July to 3 August 2019 •31 July 2019: Workshops, Courses & User meetings •1 to 3 August: Main Congress

Venue Sandton Convention Centre, Johannesburg, South Africa

Websites www.sascrs.com | www.sascrscongress.com

Host SASCRS Congress 2019 will run parallel with the Ophthalmic Trade Exhibition

Exhibitor Profile Trade exhibition that will focus on Ophthalmological products, services and developments

Visitors Expected 350 congress delegates (Local and international ophthalmologists, registrars, medical officers, ophthalmic theatre and practice personnel)

Visitor Entrance Free entry for registered congress delegates

Exhibition / Infrastructure Supplier

Two Way Exhibitions Contact: Melissa Crafford | Email: [email protected]: +27 11 1000 287 Mobile: +27 81 013 9969 Website: www.twowaysa.co.za

Logistics & Drayage Company details will be communicated to registered exhibitors in 2019

Congress Venue - SCC Sandton Convention Centre (SCC) Contact: Tracey Offermann Tel +27 (0) 11 779 0010 Physical address: Maude St, Sandton 2196 Postal address: P O Box 782553, Sandton, 2146

Pre-congress deliveries to the Organisers

Arrange for deliveries before 15:00 on 29 July 2019 Delivery address: SASCRS 2019 congress | Sandton Convention Centre Ballroom | Maude Street | Sandton 2196 C/o Tracey Offermann | Attention: Christi Truter (SASCRS)

Notify the Organisers in advance of your intended delivery

Opening Times Daily from 1 to 3 August 2019 Times: Refer to the Final Programme

Timetable Build up: Erection of Stands: 31 July 2019 (24 hours only – start time will be advised•Drayage will be managed by the Logistics company. Exhibitors must arrange their use of loading bays and off-loading times directly with the logistics company. Stand builders of large stands will be allowed to commence with building stands earlier than those of small stand.•ALL exhibition stands must be clean and ready by 1 August 2019 at 08:00

Exhibition Period: 1 August 08:00 until 3 August at 17:00 - Exhibitors are obliged to ensure that their stands are permanently staffed during the exhibition period.

Dismantling Period: 4 August from 08:00 - 14:00•Time to be completed will be advised. Exhibitors requiring time to dismantle stands after the set time must arrange it with the venue coordinator. The venue may charge an hourly rate after the closing time, which will be payable by the Exhibitor. •It is the Exhibitor’s responsibility to pack and remove or consign for shipment all items of value prior to leaving their stand

Terms & Conditions will apply Terms & Conditions are set out in the Sponsorship & Exhibition Manual Section and will also be published on the website www.sascrscongress.com •Exhibitors must ensure that they and their stand builders have read and understood all guidelines, terms and conditions•Exhibitors undertake to observe the timetable in respect of the erection and completion of their stand during build up day as well as dismantling at the close of the exhibition

The Congress Facts

2/11



Congress Key Objectives•To ensure a stimulating world-class scientific congress in a conveniently situated venue•To offer opportunities for the young generation of scientists and developers to be introduced to cutting edge international research and developments•To jointly seek solutions which are consistent with affordable, environmentally sound and socially acceptable principles•To develop opportunities for world-wide networking

Why should you participate in SASCRS 2019? •To ensure that you are in the right place at the right time!

•Workshops and courses will provide time to discuss new approaches to an interested audience. Time slots for are limited and if your company is interested, send your abstracts and proposal without delay to Dr Daniel Kritzinger.•To attract new customers and create strong connections•To build stronger and longer lasting relationships with your existing customers•Prime opportunity during the congress for advertising, branding and distributing your promotional materials among delegates •Exposure:

•Logo placement on the SASCRS website, as well as a 75 word company profile•Recognition in the Final Programme •Promotional items in congress bags•Promotional slide advertisements may be included in a slide show, which will be displayed in the plenary venue during breaks.•Branded invitations to potential and existing customers will promote your exhibition and attract not only visitors to your stand, but also delegates to the congress. The SASCRS logo may be used.

Congress Venue: Sandton Convention Centre, BallroomThe exhibition area will be located in one section of the Ballroom and the plenary sessions in the adjacent section. Food and beverage stations will be placed inside the exhibition area for serving lunch and refreshments during programme breaks.

3/11

Invitation Dear Exhibitor or Sponsor

You are cordially invited to participate in the SASCRS congress from 31 July to 3 August 2018 in the Sandton Convention Centre.

A number of world renowned speakers have already confirmed their participation and with the venue being so ideally located in the centre of Sandton, within walking distance from Sandton Gautrain station, this congress promises to attract an audience larger than ever before.

We urge you to book your stand now in order to showcase your company and products. Our organisers are ready to assist you with your arrangements and if you share your ideas, requirements, expectations and objectives with them they can offer you opportunities and services to enhance your brand.

We trust that you will work with us to promote this congress and invite your customers to visit your stand.

Yours sincerely

Dr Daniel Kritzinger SASCRS President, Congress Chair



The Exhibition

ApplicationExhibiting floor space and sponsorship packages are available to all companies at rates that exclude equipment and structures. •Submit application forms to the SASCRS Congress Office E-mail: [email protected]•Forms are available by email request or from the website www.sascrscongress.com•By submitting an application to participate, the exhibitor makes an irrevocable commitment to occupy the space allocated and to maintain his/her installation until the date and time fixed for closure of the exhibition. •Applicants will receive an invoice for the full amount •Stands must be paid in full prior to the commencement of the Congress. The reservation of the exhibition space will be official only upon receipt of the full amount. In the event that full payment has not been received 4 weeks prior to the commencement of the congress, the Organiser reserves the right to remove a company’s participation.•Exhibitor’s company Logo in high resolution and details such as correct use of the Company’s name, trademarks, VAT no and address must be forwarded to the congress office at the time of submitting their application•Drawings of the stand layout must be submitted to the Organisers or event coordinator for approval by 30 June 2019•All outstanding invoices from previous congresses must be settled in order for a stand reservation to be processed

Allocation of SpaceExhibitors will receive the preliminary exhibition layout and be requested to choose 3x stand locations in order of preference. The Committee will try to accommodate companies and allocate as requested, but it cannot be guaranteed and alternatives will be communicated to the company/ies. •Should the Committee receive more than one request for a specific location they will allocate on a priority system according to the overall amount of support offered to the congress and if deadlines are being met. (Please note: larger sponsorship will lead to more prominent space.) •Exhibitors who wish to avoid their stand location to be adjacent to a particular company should indicate so on the application form. Please note that requests for placement away from other exhibiting companies may limit stand positioning.•The organisers will allocate stand locations to Exhibitors who do not respond to E-mail communications within 7 days from communication date•The organisers reserve the right, in case of absolute necessity, to modify the positioning of stands, with no obligation to provide compensation to exhibitors•The organisers reserve the right to offer to a different firm any stand or space that has not been occupied, or made a special arrangement, by 15:00 on the build-up day, with no obligation to provide compensation to the defaulting exhibitor.

Cancellation PolicyApplications to cancel must be made in writing, signed by a representative of the company and submitted to Organizing Chairman with a copy to the Congress Office

•Cancellation notified before 16 June 2019: 50% will be refunded if full payment has been made. No refund will be made if the deposit only has been paid•Cancellation after 15 June 2019: No Refund•Refunds (if applicable) will be processed after the congress

CostsExhibitors shall bear the responsibility and costs associated with the design, installation and delivery of their stand at (and its removal from) the Congress venue. This includes any costs attributable to casual labour, catering, exhibition space clearing, personal or stand security, freight or courier services, off-loading or re-loading, unpacking or repacking of equipment and storage of equipment and containers.

•Exhibition Fees: Refer to the Exhibition Application and Registration forms•All attendees representing a company or who are in the service of a company participating in the SASCRS Congress, must be registered

4/11



The Exhibition (continued)

EntitlementsPayment of exhibition space entitles the exhibitor to the following: •Choice of location in exhibition venue will be according to the total financial contribution to the congress., which may include exhibition floor space. •Advertising opportunities •Recognition in the Final Programme book•One programme and abstract book per stand•Exhibitor’s company logo will be displayed on the website, with a 75 word profile and a link to sponsor’s website •Access to the Welcome event for all registered representatives•Exhibiting company name and logo will be printed in the Final Programme•Promotional slide may be included in a slide show that will be displayed in the plenary session venue at the programme breaks•Congress bag insert. Promotional items or marketing leaflets (maximum A4 size, 15 grams) will be inserted in congress bags. Promotional items must be delivered to the Organiser’s congress office at the SCC on 29 July 2019 before 15:00. Delivery address: SASCRS 2019 congress | Sandton Convention Centre Ballroom | Maude Street | Sandton 2196 | C/o Tracey Offermann Attention: Christi Truter (SASCRS). Notify the Organisers in advance of your intended delivery •WiFi 500 mb data per day via AlwaysOn, the SCC WiFi service – each person can utilise this free service by logging in/ creating own account with own E-mail address

Payment of registration fee entitles the participant to:•Participate in the Exhibition•Name badge•Food and beverages served during official programme breaks•Access to the Welcome event. All participants are required to confirm their attendance for catering purposes.•Gala Dinner tickets are available at registration or may be purchased in advance•Extra tickets for participation in the social events are available for purchase at Registration and will be subject to availability

Note: Benefits will apply according to the financial contribution to the congress, including the exhibition space rented, provided that deadlines were met and all outstanding balances have been paid in full prior to the congress commencement.

5/11

Layout & Floor PlanA computer generated drawing will be distributed for planning purposes •Food & beverage serving stations, cocktail tables & chairs will be placed in the open areas inside the hall. The location of said serving stations will be the responsibility of the Banqueting Manager and to be approved by the H&S compliance officer.•The exhibition layout will be submitted to the City Council & Fire Dept for approval after all the stands had been allocated. Subsequent changes to the exhibition layout or stands, if any, will be communicated to registered exhibitors•Final layout will be distributed once it has been approved and signed-off



Payment Method•Payment is required in South African Rand (ZAR)•Pay via BANK OR ELECTRONIC TRANSFER•Funds transfer charges, currency exchange costs and credit card payments charges must be paid by the registrant•BANK DETAILS will be printed on the invoice•Reference: Exhibiting / Sponsoring Company’s name•Proof of payment must be sent to the congress office or the Financial Controller’s E-mail address as printed on the invoice

Payment ScheduleAn invoice for the full amount will be issued and a payment schedule will be printed on the invoice.

Late fees will apply to stand reservations received after 15 May 2019. The stand must be paid in full within 7 days from invoice date and no later than 15 July 2019.

Promotion SuggestionsWhen you’ve decided to spend money on an exhibition stand, it is very important to start promoting that stand and you may consider the following methods:

•Sponsorship•Brochures •E-mails / Social Media•Web site promotion: Promoting your stand is especially important if you are one of many providing the same or similar products/service at the show. Tell your clients and potential clients you are exhibiting.•Competitions and Drawings: Contests and drawings to attract visitors to the exhibitor’s are encouraged. Please note that the SASCRS Committees and congress organisers cannot be tied to such activities and will not be responsible for their promotion or execution. Exhibitors must abide by laws and regulations surrounding these activities. The SASCRS Committee reserve the right to monitor activities and limit those that diminish the congress brand or experience.

The Exhibition (continued)

6/11



Sponsorship & Branding

711

Opportunities

We have put together opportunities that we believe will enhance your brand.

•Benefits will apply according to the total financial contribution made by a company and confirmed by 24 March 2019 and acknowledgement will apply according to the level of contribution, provided deadlines have been met. •Sponsorship amounts may be allocated to one or more of the sponsorship items listed below and may include the cost of exhibition floor space. It will not apply to stand building and equipment costs, registration, accommodation or travel costs. •Should the Committee receive more than one offer on an item, the Committee will try to accommodate companies and allocate as requested, but it cannot be guaranteed and alternatives will be communicated to the company. Companies may choose to co-sponsor or select a different item•Other suggestions are welcome and must be communicated to the organisers

Benefits will include some or all of the following:•Recognition in the Congress Final Programme•Logo and profile publication on the congress website•Gala dinner tickets•Advertising in the Final Programme•Congress bag inserts•Slide advertisements and more

Breakfast Symposium 07:15 - 08:15 - Friday / Saturday / SundayOptions•Sponsor’s choice: Friday / Saturday / Sunday•An Educational Grant will be payable per 1 hour session •Venue capacity 10-30 pax

Benefits•Recognition in the Congress Final Programme according to the total financial contribution to the congress•A synopsis of the session and the sponsor’s details will be printed in the Final Programme•A promotional slide to be included in the slide show that will be displayed in the Main Plenary venue during programme breaks•Bag insert•Sponsor may display a promotional slide inside the venue•Sponsor’s banner may be placed inside the venue and at the venue entrance •Standard AV or AV already in situ will be included. Any additional AV equipment or technical support will be charged to the sponsor

Notes•Committee’s approval is essential. A synopsis, abstract, CV and photograph of presenter/s must be submitted to Dr Daniel Kritzinger•On site registration at the entrance to the lecture venue will open 30 min prior to the commencement of the session•Continental breakfast cost will be additional and payable prior to the congress•It is important to point out that no meeting or activity - academic or social - will be allowed around the time of the congress, unless arranged through the congress committee•All attendees and presenters must be registered for the congress•Submit the following to the Organisers by 30 June 2019:

•CV and photograph of Presenter / Speaker for publication on the website and for introduction preparation•Title and Synopsis of session, name of Presenter, Chair, Moderator and / or Panel to be printed in Final Programme•Sponsoring company’s logo and details •Financial Disclaimer of Presenter

Educational GrantsBenefits•1x Exhibitor badge registration per R75,000 grant•Recognition in the Congress Final Programme - Scientific section •2x promotional slides may be included in the slide show that will be displayed in the Main Plenary venue during programme breaks•2x Bag inserts

Discuss opportunities and costs with the Convener



Sponsorship & Branding (continued)

8/11

International Keynote SpeakerBenefits•Sponsor will receive recognition in the scientific section of the Programme as well as the Acknowledgement page•An abstract, CV and photograph of speaker/s must be submitted to Dr Daniel Kritzinger, unless the speaker is on the Committee’s list of invited speakers•Arrangements to “meet and greet” the speaker, as well as booking a time slot to load and review presentations must be made with the Organisers•It is the sponsor’s responsibility to register their speaker

Sponsor must cover travel, accommodation & registration costs Discuss opportunities and costs with the Convener

Workshop / Course / User Meeting: Wednesday 31 JulyPre-congress workshops are high in demand and always very well attended. These scientific sessions can provide exclusive opportunities, increase exposure and networking with the attendees on a personal level.

Benefits•A synopsis of the session, presenter’s names and the sponsor’s details will be printed in the Final Programme•CME accreditation will be arranged provided that the accreditation criteria and deadlines have been met •Opportunity to introduce your products during the session•Recognition in the Congress Final Programme according to the total financial contribution to the congress•A slide may be included in the promotional slide show in the Main Plenary venue during programme breaks•A promotional slide may be displayed at the event•Sponsor’s banner may be placed at the venue entrance and inside the venue•A table exhibit may be placed in the foyer in front of the venue or inside venue - at the discretion of the Committee / Convener•Standard AV in situ will be included. Any additional AV equipment or technical support will be charged to the sponsor•Catering may be arranged. Catering costs will be charged to the sponsor. Send requests for quotations to [email protected]•Should the Sponsor require additional staff at the workshop or course, with the Committee’s approval, name badges may be made available at discounted rates for that session only

Options•Venue 1 (10-20 pax) •Venue 2 (30-50 pax) •Venue 3 (50-100 pax)

Notes•It is important to point out that no meeting or activity - academic or social - will be allowed around the time of the congress, unless arranged through the congress committee •Committee’s approval is essential. A synopsis, abstract, CV and photograph of presenter/s must be submitted to Dr Daniel Kritzinger•Attendees, presenters and sponsor’s representatives must be registered for the congress. It is the sponsor’s responsibility to register their speaker/s and staff•Sponsors should distribute electronic invitations. Invitations in JPG or PDF format must be submitted to the Organiser by 30 June 2019 for publication on the website. NO new information will be published or changes applied to the website after 1 July 2019. •A registration / hospitality table will be placed at the entrance to the lecture venue and on site registration will open 30 minutes prior to the start of the session•Submit the following to the Organisers by 30 June 2019:

•Names of Presenters, Chair/s, Moderator/s and / or Panel to be printed in Final Programme•Title and Synopsis of session to be printed in Final Programme•Financial Disclaimer, CV and photograph of Presenter / Speaker for publication on the website and for introduction •Sponsoring company’s logo and details to be printed in Final Programme




9/11

Coffee & Tea Coffee, tea and a snack will be served inside the exhibition venue during refreshment breaks. A suggested menu will be presented to the sponsor for their approval. Additional costs due to changes will be charged to the sponsor.

Benefits•Sponsor will receive recognition in the Final Programme•Strategic placement of banners and promotional items will ensure that the sponsor’s name is prominently featured in the area where the food and beverages are served.

Options•Sole sponsor: All coffee and tea serving stations per break may be branded•1x coffee and tea serving station per break may be branded•Sponsor’s choice:

•Thursday - mid morning / Thursday - mid afternoon•Friday - mid morning / Friday - mid afternoon•Saturday - mid morning / Saturday - mid afternoon

Congress BagsSponsor’s logo, together with the SASCRS logo, will be printed on the bags. Submit logo and artwork in high resolution JPG or PDF format by 30 June 2019 to [email protected]

Options•Bags to be supplied and branded by the Organisers •Bags to be supplied and branded by sponsor - an example of the bag as well as the branding must be delivered to the organisers or Convener for the Committee’s approval

Final Programme BookBenefits•Sponsor’s logo will be printed on inside pages •6x A4 full colour advertisements may be prominently placed: Inside front cover, inside back cover, back cover, inside page.

Submit logo and artwork in high resolution JPG or PDF format by 30 June 2019 to [email protected]

Final Programme AdvertisementsOptions•A4 back cover (provisionally reserved for sole sponsorship)•A4 inside front cover (provisionally reserved for sole sponsorship) •A4 inside back cover (provisionally reserved for sole sponsorship) •A4 inside page •A5 inside page

Submit artwork in high resolution JPG or PDF format by 30 June 2019 to [email protected]

Final Programme BookmarkSponsor’s logo together with the SASCRS logo will be printed on bookmarks. •Programme outline will be printed in the form of a bookmark and handed out with the Final Programme. •Submit logo in high resolution JPG or PDF format by 30 June 2019 to [email protected]



Gala Dinner - Friday 2 August 2019 Venue: The Venue Melrose Arch•A three course meal will be served. Provision will be made for attendees with special dietary requirements. •A suggested menu will be presented to the sponsor for their approval. Additional costs due to changes will be charged to the sponsor. •Welcome drinks (alcoholic and non-alcoholic) will be served on arrival•Wines & soft drinks will be served during the meal. Sponsors may choose to provide additional drinks at the meal. Cost will be for the sponsor’s account. Cash bar will be available•Entertainment, sound and lighting are excluded: Please discuss this with the Convener and Organiser•Decor, Table settings, centre pieces and linen are included in the cost, but Sponsors’ input will be welcomed. Changes that incur additional costs will be for the sponsor’s account.

Benefits may include some or all of the following:•The event will be advertised in the Final Programme. The sponsors’ logos will be printed on the advertisement and on entry tickets.•Sponsors will receive recognition in the Final Programme according to the total contribution •Sponsor’s stand-alone banner may be placed at the dinner venue entrance or inside the venue. The exact position of the banner will be assigned by the banqueting manager on duty.•Sponsors may extend personal invitations to delegates. SASCRS logo and Congress information to be included in the promotional materials•Sponsors will be acknowledged on the SASCRS website with a link to the Sponsor’s website•Sponsor’s name and logo will be printed in the final programme, event programme and / or menu

Options•Sole sponsor: Gala dinner tickets will be included at no cost to the sponsor & priority table reservation •Food and beverages only: Gala dinner tickets will be included at no cost to the sponsor & priority table reservation •Entertainment: Gala dinner tickets will be included at no cost to the sponsor•Transport: Sponsor to supply and manage the transfers. Gala dinner tickets will be included


10/11

at no cost to the sponsor

Notes•Terms and conditions apply•ALL branding has to be approved by the Chairman or Organiser. Branding requirements and expectations must be communicated to the Coordinators or Organiser prior to the finalising of event details. Sponsor to provide Banners and other branding materials

Lanyards Sponsor’s logo together with the SASCRS logo will be printed on lanyardsEach attendee will receive a lanyard with a name badge, which must be worn to gain access to the congress venuesSubmit logo in high resolution JPG or PDF format by 30 June 2019 to [email protected]



Invitation: Sponsorship & Branding Opportunities - Detail (continued)

11/11

LunchBuffet-style lunch will be served inside the Exhibition venue. A suggested menu will be presented to the sponsor for their approval. Additional costs due to changes will be charged to the sponsor.

Benefits•Sponsors will receive recognition in the Final Programme•The sponsor will be acknowledged on the SASCRS website with a link to the Sponsor’s website•Strategic placement of banners and promotional items will ensure that the sponsor’s name is prominently featured in the area where the food and beverages are served.

Options •Thursday / Friday / Saturday•Sole sponsor: All serving stations for a preferred day may be branded•1x station on the preferred day may be branded

Notes•Branding requirements and expectations must be communicated to the Coordinators or Organiser prior to finalising the event. Branding and promotional items to be provided by the sponsor. ALL branding has to be approved by the Chairman or Organiser

Note Pads & Pens Note pads and pens must be delivered to the Organiser’s congress office at the SCC on 29 July 2019 before 15:00Delivery address: SASCRS 2019 congress | Sandton Convention Centre Ballroom | Maude Street | Sandton 2196 | C/o Tracey Offermann | Attention: Christi Truter (SASCRS). Notify the Organisers in advance of your intended delivery

Welcome Cocktail - Thursday 1 August 2019 Venue: Ballroom foyer & SASCRS 2019 exhibition venue•A cocktail meal and beverages will be served in the Ballroom Foyer and inside the exhibition venue to all attendees. A suggested menu will be presented to the sponsor for their approval. Additional costs due to changes will be charged to the sponsor. A cash bar will be available•Welcome drinks: 1x per guest is included: local beers, wine and soft drinks. Sponsor may choose to provide additional drinks. Cost will be for the sponsor’s account.

Benefits•Additional Welcome event tickets will be included •The opportunity to address the attendees during the event, if appropriate, and at the discretion of the Organising Chairman•Sponsor will receive recognition in the Final Programme•Sponsors logo will be printed on entry tickets•Sponsor’s name will be prominently featured in the area where the snacks and beverages are served by strategically placing the sponsor’s stand-alone banner/s at the venue entrance and inside the venue. The exact position of the banner/s will be assigned / approved by the banqueting manager on duty.•The event will be advertised in the Final Programme. The sponsor’s logo will be printed on the advertisement

Options•Sole sponsor•Food•Welcome drinks

Notes•Terms and conditions apply•Branding, requirements & expectations must be communicated to the Organisers by 1 October 2019. Banners and other branding materials to be provided by the sponsor. Branding and Promotional materials will be for the Sponsor’s account

SASCRS 2019 Congress Sponsorship and Exhibition Manual - Terms & Conditions

Initial:31 July - 3 August 2019 - Johannesburg South Africa Sponsorship & Exhibition Manual - T & C v0312

Right to Exhibit Products and ServicesThe Exhibitor shall be entitled to set up and maintain a stand at the Congress (it however being expressly understood that such stand shall be set up, maintained and operated in accordance with the terms of this Agreement including without limitation those set out below).

AgreementPlease read the contents carefully. Complete the Agreement page, initial inner pages and sign the last page before sending it to the SASCRS Congress Office E-mail: [email protected]•Exhibitors, sponsors and their representatives are required to acquaint themselves with the contents of the terms and conditions and

they must comply with all rules, regulations and conditions stated in this document. •Complaints will be resolved by the Organizing Committee•Venue’s terms and conditions will also apply (Obtainable from the venue)

Infringement of these regulations may lead to the immediate closing of the stand, withdrawal of the right to participate in this congress and exhibition without compensation or refund of sums already paid, and without prejudice to the exhibitor.

Code of ConductParticipants and their staff are required to conduct business and themselves in a manner that is professional and socially acceptable•Complaints will be resolved by the Organizing Committee•OSSA’s Code of Conduct will apply (If not attached herewith, it is obtainable from the OSSA administration office)•SCC’s and other suppliers’ terms and conditions apply (Obtainable from the SCC / supplier)• International Council of Ophthalmology Exhibitors’ Code of Conduct will apply (Available on ICO website)•All companies must comply with the pharmaceutical & medical device industry codes of practice. Guidelines are published on websites:

•www.ifpma.org Code of Practice guidelines of the International Federation of Pharmaceutical Manufacturers & Associations (IFPMA)•www.efpia.eu European Federation of Pharmaceutical Industries and Associations (EFPIA)•www.eucomed.org Europe medical technology industry•www.www.advamed.org US-based Advanced medical Technology Organization•www.phrma.org US-based Pharmaceutical and Research manufacturers of America

Compliance with Laws Participants shall comply with all local, laws, statutes, ordinances, regulations and rules applicable to the venue which are in force or applicable during the Congress, including without limitation those relating to health and safety, hygiene and fire hazards.

Terms & Conditions AGREEMENT WITH SPONSORS AND EXHIBITORS IN RESPECT OF THE SASCRS 2019 CONGRESS

THIS AGREEMENT (‘THE AGREEMENT”) IS DATED 1 NOVEMBER 2018 AND ENTERED INTO BY AND BETWEEN:SOUTHERN AFRICAN SOCIETY OF CATARACT & REFRACTIVE SURGERY

Duly represented herein by Dr Daniel Kritzinger Congress Chairman and SASCRS President

and _________________________________________________________________(Exhibitor / Sponsor)

Company Registration Number / ID number __________________________________________

Duly represented herein by _____________________________________ in his/her capacity as director/member/trustee of the said company being duly authorised thereto by virtue of a resolution adopted by the board of the said organisation.

PERTAINING TO The Congress TO BE HELD AT THE SANDTON CONVENTION CENTRE FROM THE 31ST DAY OF JULY 2019 UNTIL THE 3RD DAY OF AUGUST 2019

(“the Congress”)_______________________________________________

This document contains guidelines, terms & conditions for participation in the Congresss as Exhibitor or Sponsor. It becomes a BINDING CONTRACTUAL AGREEMENT between SASCRS, Organisers and participating firm or individual as soon as a registration, accommodation reservation, proposal, application or abstract is submitted.

1/9



Terms and Conditions (continued)

Force MajeureSASCRS and the Organisers shall not be liable for the failure to comply with any obligation as a result of any force majeure event which shall include without limitation, acts of God, strikes, lock-outs, acts of war, terrorism, fire, protest, power failure or other natural disasters.

Governing LawThis agreement shall be governed in all respects by the law of the Republic of South Africa

Indemnity•The Sponsor/Exhibitor indemnifies and agrees to hold the SASCRS, Organisers, its directors, employees and agents harmless for any

damage, loss, death or injury occurring at or about the Congress or in any manner associated therewith•The Sponsor/Exhibitor agrees to indemnify and hold harmless the SASCRS, Organisers, its employees and agents against any claims or

expenses arising out of anything occurring at or about the exhibitor’s stand or in any other manner attributable thereto

Insurance and Liabilities All participants (exhibitors or delegates) and persons using the venue MUST arrange, at their own cost, “all risk” insurance coverage from their country of origin to cover the exhibition stand for the duration of the exhibition period as well as transport time. This insurance coverage should be against injury to persons, fire, theft, damage to or loss of property, medical expenses, accidents, loss, etc. •Participants understand that neither the Organisers nor the SASCRS maintain insurance coverage. It is the exhibitor’s responsibility to be

fully covered by insurance and take out “public liability” and “comprehensive” protection.

•The Congress, Organisers, Two Way Exhibition & Events, Sandton Convention Centre and their contractors or employees shall not be held liable or responsible to any party for any claim, damage or loss caused to any person as a result of the failure of the EXCO, the Congress, Organisers, Two Way Exhibition & Events, Sandton Convention Centre or any of its employees, representatives or assigns to comply, or to comply timeously, with any provision/s of the contract of hire.

•The Congress, Organisers, Two Way Exhibition & Events, Sandton Convention Centre shall not be liable for any loss, injury or damage, howsoever caused, to goods and/or persons in the SCC and/or on adjacent sites. The hirer shall be liable for all penalties, losses or damages charged or levied by any authority, service provider or third party in respect of or attributable to any or all of the sub-hirers or participants, which amounts shall be paid by the hirer to Sandton Convention Centre on demand.

•The Congress, Organisers, Two Way Exhibition & Events, Sandton Convention Centre and their contractors and employees shall not be held responsible for the safekeeping, storage, and use or otherwise of any property brought in to the SCC. Property belonging to the hirer or third parties shall be brought into the SCC at their own risk and the hirer indemnifies the EXCO, the Congress, Organisers, Two Way Exhibition & Events, and Sandton Convention Centre and holds it harmless against any and all claims, losses or damages that may be suffered by any person in relation hereto.

Safety•Exhibitors are required to acquaint themselves with and adhere to the local fire, safety, environmental laws and building regulations•The use of flammable or hazardous materials in the decorating of stands, are strictly prohibited•The Committee will not approve exhibits that do not comply with accepted standards, until the necessary changes have been made•The Committee reserve the right to alter the general layout or limit the space allotted to each exhibitor, postpone the exhibition or

transfer it to another site if unforeseen circumstances warrant such action

Security & Access Control We will make every effort to ensure that the premises is secure, but we cannot and do not take responsibility for stock / products before, during or after the show•All participants will be required to wear an official congress name badge in order to gain access to the congress venues•Hall security will be in operation from 31 July - 4 August 2019. The Venue and SASCRS organisers shall ensure that suitably qualified

security personnel are present at the venue during daily congress Programme times. •The venues will be locked up once congress activities have closed for the day and night shift security guard will stay inside the exhibition

venue. Exhibitors are however strongly advised not to leave valuables unattended nor to leave same in the venues overnight.•Additional stand security may be ordered at a cost payable by the exhibiting company. The official security company is the only security

allowed in the venue.

2/9



Terms and Conditions - Notes to Exhibitors

3/9

Access & ParkingVenue: Sandton Convention Centre Street Address: Maude Street | Sandton, 2196 Telephone: +27 (0) 11 779 0010 •The nearest and most convenient parking for exhibitors is in the Sandton Convention Centre Basement Parking which can be accessed

from Alice Lane. If this parking is full you will need to use the Sandton City Shopping Centre Parking facilities •Exhibitors Delivery and Off-loading for the BALLROOM: Entrance in Alice Lane, just past Virgin Active•Exhibitors are required to contact the logistics company to make arrangements for deliveries or collections

Activities, Scientific Meetings or Social Events•NO UNOFFICIAL activities, scientific meetings or social events may be held for 1 week prior to, during or after the congress without the

written permission of the Congress organising committee. This restriction applies to the period from 20 July to 6 August 2019•Companies must plan their activities in a way to enhance the scientific objective of the meeting and their commercial activities shall not

interfere with the scientific objective of the congress•NO activities may be organized parallel to the scientific sessions or social functions without the consent from the Organising Committee

Advertising / Publicity / Media Guidelines •Neither advertising nor exhibiting on behalf of other firms is permitted in any form whatsoever, unless with the permission of the

SASCRS Organising Committee•Advertising panels and displays are not permitted outside the exhibition areas allotted to exhibitors unless with the permission of the

Organising Committee

Audio Visual Equipment at Your StandFor any AV / Sound at your stand contact Melissa Crafford at [email protected] for a catalogue and quotations.

Cancellation PolicyApplications to cancel must be made in writing, signed by a representative of the company and submitted to Organizing Chairman with a copy to the Congress Office

•Cancellation notified before 24 June 2019: 50% will be refunded if full payment has been made. No refund will be made if the deposit only has been paid

•Cancellation after 25 June 2019: No Refund•Refunds (if applicable) will be processed after the congress

Catering at Your Stand•Bite-sized promotional items such as chocolates, sweets, biltong, etc. may be brought into the venue, as well as sample sized beverages,

to a limit of 56ml, and these items may only be distributed within the Exhibition Area only. •The venue is fully licensed and NO alcohol may be brought into the venue. • If you wish to have any catering on your stand, please contact the venue for further assistance. Venue Coordinator – Bridget Borland –

011 508 0000

CME AccreditationAccreditation points will be allocated for every session•Name badges must be scanned. Refer to the Final Programme for details

Copying / Recording of Lectures & PresentationsIntellectual property rights restrict the copying or recording of lectures and presentations



Correspondence E-mail: [email protected] Postal Address: P O Box 9675, Centurion, Gauteng, 0046, South Africa

CostsExhibitors shall bear the responsibility and costs associated with the design, installation and delivery of their stand at (and its removal from) the Congress venue. This includes any costs attributable to casual labour, catering, exhibition space clearing, personal or stand security, freight or courier services, off-loading or re-loading, unpacking or repacking of equipment and storage of equipment and containers.

•Exhibition Fees: Refer to the exhibition application and registration forms

•All attendees representing a company or who are in the service of a company participating in the SASCRS Congress, must be registered

Logistics A logistics company will be appointed to manage drayage and freight. Details will be communicated in 2019 to registered exhibitors.

LogoSponsors and Exhibitors must provide their company logo and details such as correct use of the Company’s name, trademarks, address, etc, within 30 days of submitting the application

Meals / Lunch & Refreshment BreaksFood and beverages will be served in the exhibition areas during scheduled lunch and refreshment breaks. (Refer Final Programme for details)•Food serving stations will be set up for all participants•Meals not taken cannot be refunded•Vegetarian options will be available during lunch•Participants requiring special meals such as Vegan, STRICT Halaal or Kosher must indicate so on the registration form. A fee will be

payable for meals ordered from outside kitchens. Meal orders must be placed in writing and paid for no later than 10 days prior to the commencement of the congress.

•Food allergies and other dietary requirements • It is the participant’s responsibility to notify the organisers in advance •At the dining venue, notify the manager on duty or waiter at your table. • If you haven’t placed an order, upon arrival at the venue, notify the chef or floor manager in order for them to arrange alternatives.

Name Badges•Name badges will be supplied on site, to all registered participants•Attendees and Accompanying guests are required to wear the official congress name badges for access to academic sessions and to all

official congress events•Exhibiting company representatives are welcome to wear their company name badges provided that the congress name badge is visible

Payment•Payment is required in South African Rand (ZAR) via BANK OR ELECTRONIC TRANSFER•Funds transfer charges, currency exchange costs and credit card payments charges must be paid by the registrant•BANK DETAILS will be printed on the invoice•Reference: Exhibiting / Sponsoring Company’s name•Proof of payment must be sent to the congress office or the Financial Controller’s E-mail address as printed on the invoice.

PhotographyThe Organizing Committee, SASCRS staff, presenters and journalists may photograph or take video footage of events and exhibitions. Please inform the Organisers if you do not wish to be photographed.

Terms and Conditions - Notes to Exhibitors (continued)

4/9



PrivacyContact information will not be shared with parties not participating in this congress. However, from time to time, you may receive information regarding Congresses from hosts, the Organisers or current congress sponsors/exhibitors. You may opt out at any time by returning your E-mail with “unsubscribe” in the subject line.

Product DisclaimerThe acceptance of a product or service for exhibition does not in any manner constitute an endorsement by the Organisers, the Hosts or its members

Restrictions The subletting, assignment or appointment of the whole or any part of the exhibitor’s space, by an exhibitor, is prohibited

SmokingSmoking is only allowed outdoors in designated areas

Wireless Internet Connectivity The Venue has WiFi internet coverage throughout the venue via AlwaysOn – each person can utilise this free service by logging in/ creating own account with own E-mail address – you will receive 500 mb data per day. Else you are welcome to provide & supply your own internet facility.

Terms and Conditions - Notes to Exhibitors (continued)

5/9



Construction of Stand•Exhibitors are required to submit a design providing sufficient particularity of the stand which they intend erecting at the Congress at

least 30 days prior to the Congress for approval with the express understanding that no Sponsor or Exhibitor shall be entitled to erect a stand which has not been approved by the Venue Coordinator in writing, neither shall same be entitled to materially depart from such approved design without the written consent of the Venue Coordinator

•Exhibitor’s stands must not block aisles, obstruct adjoining booths or cause damage to the venue or equipment•Exhibitors must allow sufficient see-through areas to ensure clear views of surrounding exhibits• Island-style stands or stands extending onto open areas are required to be built in an open-plan style, with no solid walls and allow

unrestricted “walk-through” to other areas

Construction Work •NO construction work, such as carpentry, painting, etc. is to take place within the venue. If any construction work is to be done, it must

be done outside, and all necessary precautions need to be taken to avoid any damage to the physical structure of the venue, or its fixtures, fittings, flooring etc.

•Any damage caused by, or on the behalf of, an exhibitor, will be for the account of the exhibitor. No painting can be done to the shell scheme panels – you will need to order chipboard panels if you wish to paint.

•Any damage to the shell scheme panels will be charged for your own account. You may use “Press-stick” and double sided tape on the shell scheme panels – any other fixtures are not allowed and a chipboard panel will need to be ordered for this.

Custom Built Stands/ Raw Space Only Stands All exhibitors who have raw space / have a stand builder building their stands should note in terms of Occupational Health & Safety Act & Regulations, all contractors on your stand must complete a form, which will be distributed by TwoWay Exhibitions in due course.

Custom Design / Tailor Made Stands•All custom designed / tailor made stands must be approved and signed-off by the City Council Fire Department and SCC Management•Exhibitors intending to erect tailor made stands are required to submit construction drawings/plans to TwoWay Exhibitions SA.

Damage •Nothing shall be posted, nailed, screwed, or otherwise attached to columns, walls, floors or other parts of the building or furniture•Every reasonable precaution necessary should be taken when construction or working on a stand to ensure that no damage is caused to

the floor•Exhibitors will be held responsible for any damage caused to the floor or carpets and will be subject to a charge for the damage•Damaged or missing carpet tiles will also be charged to the exhibitor. Any damage caused as a result of negligence on the exhibitor’s

stand will be invoiced to the exhibitor concerned

Deliveries & Drayage •Neither the organisers nor the venue will accept deliveries on behalf of exhibitors•The venue, nor organisers will be held responsible for goods that arrive early or which are left after breakdown•The costs of disposing of any such items will be done at the expense of the exhibitor concerned•Please ensure all deliveries are labelled with your stand name & number as well as YOUR contact details•Deliveries during show days will need to be made before 07:00 am as no trollies will be allowed on the floor while public is within the

venue•For further arrangements, including loading & off loading, please contact the logistics company. Details will be communicated to

registered exhibitors.

Terms and Conditions - Stand Construction Guidelines

6/9



Electrical Procedures & Regulations•ALL Exhibitors are required to order electrical plug points, distribution boards and services from the Two Way Exhibitions•All electrical installations will be done through Two Way Exhibitions & Events. If you have any special electrical needs please contact Two

Way Exhibitions directly.•All electrical installations must be carried out in a competent manner to ensure safety• If an electrical fault becomes apparent, the equipment must not be used until the fault has been rectified. All electrical installations must

comply with the requirements of the Occupational Health & Safety Act (85 of 183) as amended by the Occupational Health & Safety Act (181 of 1983) and the Labour Relations act (66 of 1995)

•Electrical installations must comply as follows:• Each installation shall be effectively earthed• Wiring shall be three core twin and earth not less than 1.5 mm cross sectional and be PVC, electrometric or other plastic sheathing• Joints shall not be made except where connecting into a circuit and insulated• Screwed connectors shall be totally enclosed in insulated enclosures• All wiring shall be effectively protected and fixed to prevent damage and risk injury• Cables placed under carpets are prohibited unless suitably protected• The organiser reserves the right to disconnect the electricity supply of any exhibitor whose installation is violating the organiser’s

regulations. All electrical connections need to be signed off by a qualified electrician and an Electrical Certificate of Compliance issued

Emergency Procedures•The public address system will be used only for emergency announcements during exhibition hours. When it is requested via the public

address system for the hall to be cleared – please ensure visitors are directed quickly and calmly to a safe exit. • In the event of a bomb threat, the recipient must immediately contact emergency services on 10111, then security and then the organiser

office.

Equipment & Furniture Rental •Shell schemes, equipment, furniture, fittings and other extras will be available at an additional cost•A catalogue and quotations must be requested from the appointed stand builders: TwoWay Exhibitions •Any additional items, services or installations incurring additional costs will be payable by the exhibiting company prior to delivery

Fire RegulationsThe Fire Department has laid down the following regulations concerning exhibition stands (all stands are subject to inspection by the Fire Department at any time):•No stand, other than a standard shell scheme, shall be constructed either inside or outside the building, unless or until the Organiser has

approved a plan of the proposed construction & general layout•No highly combustible material such as hessian, straw, paper, polyurethane, etc. may be used in the construction of a stand or within

the exhibition display without the Organiser’s approval and fire retardation treatment (a certificate will be required to prove that it is fire retardant)

•No solid ceilings may be used without prior approval accompanied by valid Fire Safety documents•No exhibitor shall exceed the boundary of their stand unless prior arrangements have been made in writing and approved with the

Organiser•No structure or display shall be placed/ constructed so to impede the ordinary movement of people, nor shall the existing facilities or

signs be obstructed•No storage or use of hazardous substances, flammable liquids, gas cylinders, open fires and demonstrations with naked flames allowed

at all•All draping must be treated with fire retardant spray, and a valid certificate attesting to this must be handed to the Exhibition Co-

ordinator during build-up•All Fire Exits & Fire Equipment needs to be easily accessible at all times – all aisles need to be clear of any obstructions – no fire

extinguishers may be moved or obstructed• It is compulsory to have a fire extinguisher on each level of a double storey display• If the depth of any display stand area exceeds 15m (in any direction) or is enclosed an alternate escape route/ door must be provided• If any stands have a first floor which is greater than 30m², a second means of escape must be provided

Terms and Conditions - Stand Construction Guidelines (continued)

7/9



Loading Bay •All exhibitors are based in the Ballroom, which is on Level 2 and you will use the Alice Lane Loading Bay (Loading Bay 2). As soon as off-

loading has been completed, all vehicles must be removed to the designated parking area. •No off-loading or loading of any equipment/materials is allowed via the Front Entrance of the venue. •For further arrangements, including loading & off loading, please contact the logistics company direct. Company details will be

communicated to registered exhibitors.

Order FormsOrder forms will be available in 2019 from TwoWay Exhibitions. All order forms must be completed, scanned and returned to TWO WAY EXHIBITIONS & EVENTS by no later than 14 July 2019

Plumbing At this stage no plumbing is available in the exhibition area, but if you have any plumbing/ water requirements notify Melissa at TwoWay Exhibitions. Please note the venue does not allow large quantities of water to be used in exhibit displays, such as in fountains and fish tanks etc, without the proper certification.

Safety Guidelines If your stand is using apparatus posing any safety risk, then the organiser’s approval is required. The organiser needs to be informed in writing regarding the following: •Operating machinery and apparatus •Use of radioactive materials •Distribution of food, drink or tobacco •Any recording, broadcasting or use of radios, film, sound, music, video or any other items which generate excessive noise •Any sources of light that can disturb visitors and other exhibitors (strobe lights/ lasers) •Use of balloons •Public entertainment, including amusement displays and live performances •No live animals permitted •No firearms are permitted within the venue

Shell SchemesStand fees do NOT include shell schemes. Shell scheme packages will be made available and may be ordered from TwoWay Exhibitions at an additional cost. Costs will be communicated to registered exhibitors. Example: A shell scheme package may include some or all of the following - depending on the type of package•Shell scheme booth •1x 15amp plug point + 1x portion distribution board•1x fluorescent Light or 2x spotlights•1x standard congress table •2x congress chairs•Fascia Name: Company name (max 25 char) will be printed.

Stand Cleaning•Aisles and general areas in the exhibition and congress venues will be cleaned on a daily basis. •Each exhibitor is responsible for removing their own rubbish/boxes please, and the cleaning of their own stand/s. •The general exhibition area will be cleaned after all displays have been erected. •The organisers will not clean the stands (dusting of shelves etc) because of the increased risk of damaging products or demonstration

models or material.


8/9



Complete the Terms and Conditions - Agreement page, initial all pages and sign below. Submit to the Congress Office E-mail: [email protected]

Company name ___________________________________________________________________________________

Duly represented herein by __________________________________________________________________ in his/her capacity as director/member/trustee of the said company being duly authorised thereto by virtue of a resolution adopted by the board of the said organisation.

I/we, have read the notes, terms, conditions and guidelines. We hereby acknowledge and agree to observe and be bound by them

SIGNED AT _____________________________________ON THIS ______________ DAY OF ________________________________

AS WITNESSES: 1. _________________________ 2. __________________________

9/9

Table-Top Exhibitions Space for table-top exhibits will be allocated in the Ballroom Foyer area•Display of small instruments, brochures or books on top of the table only, with the exception of a catalogue stand or bookshelf, provided

it fits into the space allocated•Stand-alone banner/s (maximum width: 2m) may be placed behind the table•One narrow congress table and two chairs will be provided•Exhibitors are responsible for decorating and dressing their tables•Electrical plug points may be ordered from TwoWay Exhibitions SA

Time Table of Site Operations Exhibitors undertake to observe the timetable in respect of the erection and completion of their stand prior as well as it’s dismantling at the close of the exhibition•Exhibitors are obliged to ensure that their stands are permanently staffed during the exhibition period•Erection of Stand: 31 July 2019•Exhibitors must arrange their use of loading bays and off loading times in advance (Refer to Drayage)•ALL exhibition stands must be clean and ready by 08:00 on 1 August 2019. It is the Exhibitor’s responsibility to pack and remove or

consign for shipment all items of value prior to leaving their stand•Dismantling Period: 4 August from 08:00 to 14:00. Exhibitors requiring more time to dismantle stands must arrange it with the venue.

The venue may charge an hourly rate after 14:00, which will be payable by the Exhibitor.

Vehicles Vehicles on display need to have less than 3/4 tank of fuel, the battery needs to be disconnected once parked, a drip tray per vehicle and a fire extinguisher 4.5 kg needs to be provided.

Terms and Conditions - Agreement


Documents

SASCRS 2019 - media.withtank.commedia.withtank.com/8a492e982b/sascrs2019_sponsor_exhib_manual_20_pages... · SASCRS 2019 Congress Sponsorship and Exhibition Manual - Information 31