The 12th Aesthetic Medicine Congress of South Africa (AMCSA2018)

The 12th Aesthetic Medicine Congress of South Africa (AMCSA2018)

Exhibitor Terms & Conditions

T&C header
The following terms and conditions, together with the documents referenced herein and the Exhibitor Stand Request Form and Contract form the contract between, on the one hand, the Aesthetic Medicine Congress South Africa (AMCSA) and, on the other hand, the Exhibitor. AMCSA reserves the right to render all interpretations and decisions, should questions arise, and to establish further regulations as may be deemed AMCSA’s decisions and interpretations shall be final in all cases. 

1. CONTRACT FOR PAYMENT AND STAND. Stand allocation (secured only on receipt of 50% deposit) of total cost for each exhibitor; the balance is due on or before 1 March 2018, payable to AMCSA.  

2. CONFIRMATION OF APPLICATION ACCEPTANCE. The AMCSA’s mission is to promote scientific research and educate the public on ways to retard, stabilize, ameliorate or reverse the human aging process. The conference is one of the primary means by which AMCSA seeks to fulfil its mission. In organizing the conference, AMCSA seeks a variety of exhibitors so that conference attendees will have an opportunity to see and investigate a broad range of products and services which may impact the human aging process. With this in mind, AMCSA is not always able to confirm exhibit space immediately and may in its sole discretion accept or reject any application due to: the number of other applications from exhibitors who seek to promote similar products or services; to provide space to other exhibitors whose products or services are more in accord with AMCSA’s mission or; to give priority to exhibitors who support AMCSA in other ways. The Exhibitor understands that the confirmation process is not, therefore, determined on a first come, first serve basis.  

AMCSA or its designee will deposit all reservation payments upon receipt. In so doing, this shall not in anyway constitute AMCSA’s acceptance of any application. Rather, acceptance of an exhibitor application shall only be by written acceptance letter issued by AMCSA or its designee. 

3. SPACE LOCATION. AMCSA reserves the right in its sole discretion to determine the location of exhibit space. AMCSA’s staff is not authorized to determine space locations. No oral representation of any AMCSA or their respective designees including staff members as to the location of any exhibit space shall be binding on AMCSA.      

4. REFUND OF STAND DEPOSIT IF APPLICATION NOT ACCEPTED. If AMCSA does not accept an exhibitor application, it shall issue a refund cheque to said exhibitor. No interest or other sums will be due. AMCSA’s sole liability to any exhibitor whose application is not accepted is to refund to that exhibitor the fee submitted by the exhibitor with his/her/its application. 

5. CANCELLATION POLICY. Exhibitor shall forfeit all deposits made (50% of total cost), securing the stand, up to and including 1 March 2018. No cancellations will be accepted after 2 March 2018.         

6. ATTENDANCE. AMCSA shall not be liable for any verbal agreement or condition made by the representatives of AMCSA or its affiliates. Any language verbal or written relating to the number of participants is merely an estimate of anticipated attendance and does not in any way intend to guarantee the number of attendees to the conference.         

 7. RESTRICTIONS AND LIMITATIONS ON USE OF SPACE. Exhibitor agrees to abide by the rules and regulations of the AMCSA, the exhibit hall and any other applicable rules, regulations, codes or standards. 

All exhibits shall be professional in appearance and staffed with the appropriate knowledgeable personnel. All active exhibition personnel must remain within the boundaries of assigned exhibit space and may not extend exhibition or information distribution activities into the aisle area or any other area. No exhibitor may distribute information pertaining to products and services of another. AMCSA reserves the right to restrict exhibit to a minimum noise level and to suitable methods of operation. 

8. FLOORPLANS. All dimensions and locations cited in literature and/or floor plans believed to be accurate. Any part of the exhibit which does not lend itself to an attractive appearance, such as unfinished side or end panels must be draped at the exhibitor’s expense. The exhibitor expressly agrees to do all installation and dismantling of exhibits during the time specified. No exhibit may be dismantled before the official closing time. It is the responsibility of the exhibitor to arrange for materials to be delivered to the exhibit hall by the specified deadlines. Should the exhibitor fail to remove the exhibit, removal will be arranged by AMCSA at the expense of the exhibitor. The exhibitor must surrender rental space in the same condition as it was in at commencement of occupation. The exhibitor or his/her agents shall not injure or deface the walls, columns, or floors of the exhibit facilities, the stands, or the equipment or furniture of the stands. When such damage appears, the exhibitor shall be liable to the owners of the property so damaged.       

9. FIRE, SAFETY AND HEALTH REGULATIONS. The exhibitor agrees to comply with local laws, ordinances, and regulations and the regulations of the owner covering fire, safety, health and all other matters. No combustible materials shall be stored in or around the exhibit stands.  

10. PROMOTION. To attract attendees and increase floor traffic during the conference and exhibition, exhibitors agree to distribute and promote the conference by mentioning AMCSA, the date, content and location of the conference in print and media advertisements procured or distributed by the exhibitor after such time as this contract is entered into. Such mention will also be included in all promotional materials and large volume mailings to existing and potential customers.  

11. WORKSHOP SESSIONS. Should the guest speaker of a workshop session, booked by an Exhibitor, not present for what-ever reason, the Exhibitor agrees and shall be held liable for the costs incurred.        

 12. SECURITY. AMCSA will provide security personnel during the hours the exhibition is not operation, but the furnishings of such services shall not imply or construe any assumption of the obligation and/or duty with respect to the protection of the property of the exhibitors, which shall at all times remain in the sole possession and custody of each exhibitor. Neither AMCSA nor the property owner shall be liable in any way for any property of exhibitor or its employees or agents which is damaged or stolen even if security is not provided.

 13. NON-LIABILITY. The registration for, and the attendance of, the Congress are strictly subject to the following disclaimer: All persons/guests/delegates/exhibitors attending the Congress shall travel to and from the Congress venue(s) and shall attend the Congress at their own risk and responsibility. The Aesthetic Medicine Congress of South Africa (AMCSA), the Congress organisers, the Congress venue owners, the caterers, their appointed agencies for registration, the exhibition organiser and all their officers, directors, members, shareholders and employees and any contractors, suppliers, representatives or agents linked to or involved with the organisation and the holding of the Congress shall not be liable towards any person whosoever for any direct, indirect or consequential death, injury, damage, theft, loss, medical problem or inconvenience to any person or the property of any person, whether it may have been caused intentionally, negligently or as a result of gross negligence, which may be experienced or suffered by any person/guest/delegate whosoever while travelling to or from, or during such person’s attendance of the Congress. Participants and their delegates/guests are advised to purchase their own insurance against any such occurrences.     

 The Congress Organisers retain the right, for any reasonable cause beyond their control which prevents or impedes the holding of the Congress, to change or cancel, without prior notice, the Congress and/or the venue and/or any arrangements, schedules, plans or other items relating directly or indirectly to the Congress. The Congress Organisers shall not be liable for any loss, damage, expenditure or inconvenience whatsoever caused or suffered by anybody whomsoever as a result of such alteration or cancellation.

 The Congress Organisers’ sole liability shall be to refund amounts paid by exhibitor to the Congress Organisers for the stand taking into consideration the expenditures and commitments already incurred by the Organisers.

 14. INSURANCE. It shall be the sole responsibility of the exhibitor to obtain and maintain, throughout the duration of the congress including setup and teardown, comprehensive general liability insurance coverage against injury to person or damage or loss of property in such amounts as are consistent with industry standards and taking into account value of assets in the exhibition. On signing of the stand application contract the exhibitor waive any claim against the Congress Organiser and its insurer and the congress venue and employees. The exhibitor must provide the Congress Organiser with a certificate evidencing such insurance prior to set-up.

 15. NON-ASSIGNMENT. No exhibitor shall, without the written prior consent of the AMCSA, assign, sublet, or apportion the space assigned to it to any other exhibitor, entities or person(s).

 16. SEVEREABILITY. In the event that any provision of this Agreement shall be held invalid, the remaining provisions of this Agreement shall continue to apply to the maximum extent allowed by law.  

 17. BADGES. Patient models to a stand must wear the exhibit delegate badges at all times.  

 18. NAMES. Exhibitor and model names must be given to organisers 2 weeks before the congress. Changes to namelist will only be accepted at an extra cost of R20 per badge.

 19. VISITORS. No visitors to stand allowed without registration as either a delegate or an exhibitor.

 20. FLOOR SPACE. The price is subject to floor space only plus one power point.

 21. SHELL SCHEME / FURNITURE FOR STAND. NB! To be ordered at

extra cost directly from our preferred exhibition stand building contractor for the AMCSA 2018, Compex Pty Ltd.  E-mail: christinah@compex.co.za      

 For more information contact AMCSA Events Organisers: Laura Hartman :  info@aesthmed.co.za • Tel: +27 (0)12 548 0725


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