Terms & Conditions

1. Introduction and definitions

1.1 The ADI Team Congress 2019 is organized and managed by The Association of Dental Implantology Limited, a company registered in England and Wales with registration number 2260991 and registered office at Abbey House, Hickleys Court, South Street, Farnham, Surrey, England, GU9 7QQ, and a charity registered in England and Wales and having charity number 800238.

1.2 References to “Organizer” or “us” mean The Association of Dental Implantology Limited and references to “we” and “our” shall be construed accordingly.

1.3 References to “Exhibitor” or “you” means the company, body or organization that has applied for or has been allocated a stand in the Exhibition held as part of the ADI Team Congress 2019 and any employee or agent of such a company, body or person, and references to “your” shall be construed accordingly.

1.4 “Premises” means the ADI Team Congress 2019 Exhibition venue – EICC, Edinburgh, The Exchange, Edinburgh EH3 8EE.

1.5 “Data Protection Laws” means the Data Protection Act 2018 and/or the General Data Protection Regulation (EU) 2016/679.

2. Application and payment for stand space

2.1 Applications are welcomed from dental healthcare companies.

2.2 Companies organizing lectures at an Edinburgh venue which coincide with any of the Congress lectures (including corporate forums) will not be allowed to participate in the Exhibition, but will still be liable to pay for any Exhibition stand they have purchased.

2.3 The application to exhibit at the ADI Team Congress 2019 must be made by completing the stand booking form via the ADI website. The Organizer reserves the right to refuse any application without stating any reason.

2.4 The Exhibition stand application, the subsequent confirmation from the Organizer, the contract and these terms and conditions constitute the legally binding agreement between the Exhibitor and the Organizer.

2.5 Full payment and the signed contract, together with the company profile and company logo, must be provided within 30 days of making the application. If after 30 days the contract and payment have not been received the stand will be released.

2.6 In order to qualify for the ‘early bird’ rates, the application must be received by 30 November 2018

3. Cancellation of a stand by an Exhibitor

3.1 If, after the allocation of a stand to an Exhibitor, such Exhibitor shall desire to cancel the stand, the Exhibitor shall remain liable to pay the full charge for the stand, unless all Exhibition stands have been sold prior to the Congress based on the floor plan published on the ADI website.

4. Promotion of the ADI Team Congress 2019

4.1 The Exhibitor will use its best endeavours to promote the ADI Team Congress 2019 to its customers who may be interested in attending the event.

4.2 The Exhibitor’s customers who wish to attend the ADI Team Congress 2019 should book via the ADI website, and they will pay the appropriate delegate booking fee.

5. Presentations on stands

5.1 Exhibitors may present lectures or give presentations on their stands during the scheduled catering breaks. An Exhibitor wishing to do so must submit full details of the lectures/presentations including timings to the Organizer for approval before Friday 1 February 2019. The safety of delegates requiring access through the gangways must not be compromised and crowd control must be managed appropriately by the Exhibitor. The Organizer reserves the right to stop a lecture/presentation if in its view it is proving disruptive to the Exhibition.

5.2 The Organizer reserves the right to require an Exhibitor to reduce the noise levels from amplified sound on their stand if this is inconveniencing other Exhibitors or delegates. If the issue is not rectified, the Organizer may require the Exhibitor to switch off the amplified sound.

6. Speakers and Exhibitors

6.1 Views expressed by speakers and Exhibitors are their own. We cannot accept liability for advice given or views expressed by any speaker or Exhibitor at the Congress or materials provided by any speaker or Exhibitor or other party.

7. Photography, filming and mobile phones

7.1 For ADI promotional purposes, there will be an official Congress photographer, and there may be an official Congress film crew. Delegates and Exhibitors acknowledge that ADI may use the resulting photographs or recorded material on the ADI website, in its marketing and promotional materials for future Congresses, and also during future Congresses.

7.2 Exhibitors must not take photographs in the auditorium or other meeting rooms during Congress sessions.

7.3 Exhibitors must not make audio or video recordings in the auditorium or other meeting rooms during Congress sessions.

7.4 Exhibitors must not include delegates in any photographs, audio recordings or video recordings on their Exhibition stands, without first having obtained permission from the delegates concerned. 

7.5 Exhibitors should note that delegates have been asked not to take photographs or make audio recordings or video recordings in the Exhibition, or in the auditorium or other meeting rooms during Congress sessions.

7.6 Mobile phones must be switched off whilst in the main auditorium, to ensure there is no disruption to speakers and delegates

8. Admission to Plenary Programme

8.1 Providing space is available in the main auditorium, access to the Plenary Programme for Exhibition stand personnel wearing name badges will be possible, should space permit and at the discretion of the Organizer.

8.2 Exhibition stand personnel should allow delegates to take their places before they take their own seats, and should then remain seated for the duration of the session, and only move during scheduled catering breaks, to ensure there is no disruption to speakers and delegates.

8.3 Access to the other Congress Programmes is not permitted.

9. Occupancy of stand space for build-up

9.1 The Exhibitor, agents, employees and contractors may enter the Exhibition area for the purpose of erecting and preparing exhibits during the build-up day as follows:

Wednesday 1 May
Space Only 10:00 – 22:00
Shell Stand 14:00 – 22:00

9.2 All stand construction and dressing must be completed by 22:00 on Wednesday 1 May, ready for the Exhibition opening of 08:00 on Thursday 2 May.

9.3 In the event of an Exhibitor failing to take possession of their allocated stand by 22:00 on Wednesday 1 May, the payment for stand space shall be forfeited by the Exhibitor.

9.4 In the event of non-payment of the full stand fee, the Organizer shall have the right to refuse to permit the Exhibitor to occupy or use the stand until all sums due to the Organizer have been paid.

10. Exhibition opening times

10.1 Stands must be open for viewing and staffed during these hours:

Thursday 2 May 08:00 – 19:00
Friday 3 May  08:00 – 17:30
Saturday 4 May 08:00 – 12:30

10.2 Exhibitors shall not interfere with the viewing arrangements by canvassing or waylaying buyers in the gangways, lobbies, or any other public parts of the Exhibition and taking them direct to their own stand, nor hand out literature or samples other than strictly within the confines of their own stand. Any Exhibitor not adhering to this rule will be warned by the Organizer, and should the behaviour continue the Organizer reserves the right to close the stand.

11. Break-down

11.1 The removal of any materials or exhibits and the dismantling of any stands cannot commence before the official Exhibition break-down, i.e. not before 13:00 on Saturday 4 May due to the EICC, Edinburgh rules and regulations.

11.2 The Organizer’s tenancy of the Exhibition Hall terminates at 20:00 on Saturday 4 May and the Exhibitor shall remove by this time all exhibits, displays, stand fittings, materials and any other items brought to the Exhibition Hall by the Exhibitor.

11.3 Any costs incurred by the Organizer relating to the wear and tear to the fabric of the building, or removal of statutory fire equipment that is directly attributable to an Exhibitor or his agents shall be paid by the Exhibitor to the Organizer on demand.

12. Stand construction

12.1 For shell stands, no structure or display provided by an Exhibitor may exceed 2.4 metres in height to accord with the height of the shell stand. For space only stands, no structure or display provided by an Exhibitor may exceed 4 metres in height to accord with the height of the space only stand. No fascia, partition, structure, board or sign may be erected which the Organizer considers will dominate, screen or obscure the view of other stands or which will exceed the allocated boundaries of a stand.

12.2 For shell stands: It is not permitted to convert a shell stand to a space only stand. Exhibitors with shell scheme stands must not extend their stands beyond the boundaries of the shell scheme provided. It is not permitted to have any element of the shell scheme removed (this is to ensure stability of the shell scheme structures and also to ensure consistency throughout the event). Raised floors are not permitted on shell scheme stands, and it is not permitted to lay carpet directly on top of carpet.

12.3 For space only stands, by no later than Friday 1 February 2019: (i) you must provide the contact details of your build contractor; (ii) the build contractor must provide the Organizer with proof of their public liability insurance (copy of valid certificate); (iii) the build contractor must provide detailed plans of the Exhibition space only stand, including a coloured 3-D technical plan drawing, method statement and risk assessment (these documents will need to be approved by the Organizer’s Health and Safety Advisor and EICC, Edinburgh).

12.4 Non-combustible material only shall be used in the construction of display units and all materials must be flame proofed in accordance with local authority regulations.

13. Packing cases

13.1 Packing cases and boxes must not be left visible on stands, nor can they or any other article be placed or stored in gangways at any time during the build-up period, or during Exhibition open hours or overnight. Any costs incurred by the Organizer in removing or storing items and cleaning gangways shall be paid by the Exhibitor to the Organizer on demand.

14. Health and Safety

14.1 Each Exhibitor must comply with the Health and Safety at Work Act 1974, and any regulations and applicable standards made thereunder.

15. Security and insurance

15.1 Each Exhibitor is responsible for the security of their own goods and for their own insurance cover. It follows that Exhibitors are required to effect appropriate insurance for build-up/breakdown days in addition to the Exhibition open days. In no circumstances will the Landlord of the Premises or the Organizer accept responsibility or be liable for any loss whatsoever.

16. Lighting and water services

16.1 In no circumstances may the Exhibitors interfere in any way with electric lighting or water services in the building. Any alterations or additions or adjustments required must be referred to the Organizer for its approval and handled by the Organizer's appointed electrical and water engineers.

17. Indemnity

17.1 The Exhibitor shall keep the Organizer indemnified in respect of (a) any loss or damage to any property of the Organizer, (b) all claims and demands of third parties (including its servants and agents, other exhibitors and their servants or agents, and members of the public) in respect of personal injuries or loss or damage to property arising out of any article, process or thing related to his occupation of an Exhibition stand. The Exhibitor shall make good any damage done by it, its servants or agents to the Premises or any furniture or fixtures therein and damage caused by fire to the site.

18. Further Regulations

18.1 Exhibitors must at all times and in all circumstances comply with the EICC, Edinburgh rules and regulations in force at the time of the Exhibition (details will be available online in the Exhibition Manual in Autumn 2018).

18.2 The Organizer reserves the right to introduce further reasonable rules and regulations in respect of the Exhibition which shall be communicated to all Exhibitors in good time in advance of the Congress.

18.3 Exhibitors must be aware that EICC, Edinburgh, its contractor(s), or franchisees(s) have sole rights for the sale or distribution of any article of food, drink or tobacco.

19. Postponement or abandonment

19.1 In the event of the Exhibition being postponed or abandoned due to war, fire, or from any other cause whatsoever, the Organizer shall not be under any liability whatsoever in respect of expenditure, or liability of loss incurred by the Exhibitor and shall be entitled to retain all sums paid by the Exhibitor under these regulations.

19.2 The Organizer shall not be liable for any loss that the Exhibitor may sustain by reason of the local, or other competent Authority intervening and preventing or restricting the use of any portion of the premises.

20. Discretionary power of Organizer

20.1 The Organizer reserves the right to alter, add or amend any of the terms and conditions in the interest of the Exhibition. Should any questions arise, whether provided for in these terms and conditions or not, the decision of the Organizer shall be final.

21. Data protection

21.1 We will only use the information you provide for the purpose of organizing the ADI Team Congress 2019 and related purposes including:

  • Updating and enhancing our records;
  • Analysis to help us manage our business;
  • Legal and regulatory compliance.

Our business may be audited or checked by our accountants or the Charity Commission or other regulatory organizations.  All such third parties are required to maintain confidentiality in relation to your personal data.

21.2 You have a right of access under Data Protection Laws to the personal data we hold about you. We seek to keep that personal data correct and up to date and for no longer than reasonably necessary. You should let us know if you believe the information we hold about you needs to be corrected or updated.

21.3 The Exhibitor will have the opportunity to hire a barcode scanner system, which will enable you to scan the badges of those delegates attending your Exhibition stand who provide their consent thereto. Note that delegates at the point of Congress booking may decide not to provide consent for their contact details to be supplied to companies who have scanned their badge or may withdraw any such consent previously given, in which case the Organizer will not be able to provide you with their contact details following the Congress.

21.4 Delegates at the point of booking for the ADI Team Congress 2019 will be asked whether they wish their postal address details to be supplied to companies exhibiting at the Congress. Note that delegates may decide not to provide consent or to withdraw any such consent previously given, in which case the Organizer will not be able to provide you with their address details following the Congress.

21.5 You undertake to comply fully with all Data Protection Laws in respect of all and any such information provided to you and to fully indemnify the Organizer against all and any losses, claims, damages, fines, interest, penalties, costs, sanctions or liability arising out of any breach of such laws by you.

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