download the sponsorship brochure

#SCWSVwww.smartcitiesweek.com

May 8-10, 2017 Santa Clara Convention Center

EVENT AT A GLANCE

INDEX

Contact Details 1

About Smart Cities Council and Smart Cities Week Silicon Valley 2017 2

Agenda 3

Exhibiting Opportunities 4

Sponsorship Packages 7

Sponsorship Options 9

Booking Form 18

Terms and Conditions 20

SMART CITIES WEEK Silicon Valley

WASHINGTON, D.C.

1

CONTACT DETAILS

Organizer

• Smart Cities Council

15127 NE 24th Suite 358

Redmond, WA 98052

United States

www.smartcitiescouncil.com

• Sponsorship and Exhibition Manager

Lieven Marien

Mobile: +32 473 38 68 26

Office: +32 2 789 23 21

Email: [email protected]

• Executive Director Partner Engagement

Jason Nelson

Mobile: +1 (773) 301-5375

Office : +1 (202) 650-0023 x104

Email: [email protected]

• Event Website

smartcitiesweek.com


2SMART CITIES WEEK Silicon Valley

SMART CITIES COUNCIL

The Smart Cities Council is dedicated to improving the livability, workability and sustainability of the world’s cities through education and assistance. The Council delivers that assistance through its global Readiness Program:

• Readiness Content on its web site, the Internet’s largest collection of free smart city resources and best practices• The Smart Cities Readiness Guide, the world’s most widely used smart city handbook, available in several regional editions• Readiness Workshops that help cities, counties, countries and private developers create future-proof action plans• Readiness Challenge Grants that provide the winning cities with hundreds of thousands of dollars worth of free assistance,

products and services from the Council and its member organizations

“We are the forum where the public, private and academic sectors meet to solve urban problems,» said Jesse Berst, Chairman. “Now we’re bringing our Smart Cities Week conference to Silicon Valley to honor the region’s innovation and to share best practices from around the world.” The Smart Cities Council has offices in North America, Europe, India and Australia/New Zealand. Its network includes 40+ companies and 75+ expert advisors, with two national laboratories and 11 universities from seven countries. Together, the Council’s member companies employ well over 1,000,000 people in 150+ countries, and have completed more than 5,000 smart city projects all over the world.

SMART CITIES WEEK SILICON VALLEY 2017

Smart Cities Week Silicon Valley is built on the success of the organization’s annual conference which takes places each fall in Washington, D.C.

WHO ATTENDSOver 500 (inter)national, state and local government officials, utilities, policymakers, financiers, technologists, non-profit and trade groups, business leaders, academics, researchers and citizen organizations.

WHY ATTEND

WE DELIVER the right audience

WE help you MARKET your solutions

the right way

WE HELP you meet the right

people• City and government officials

looking to procure smart technologies

• The best representation of influencers and stakeholders

• Educational programming such as identifying financing options

• Specialized invitations on behalf of your company

• Free visitor tickets

• Maximum networking time during opening hours

• Speaking opportunities through the various sessions

• Promotional message to all attendees via Smart Cities Week App

• On-site video interview with company executive

• Presentation in hub session program

• Promotional branding before, during and after the conference

“Cities become smarter through collaboration. Smart Cities Week was a wonderful opportunity to share and learn from our peers.”

Lisa Bobo, Chief Information Officer, City of Rochester


AGENDA

PRE-CONFERENCE

9:00 – 4:00 Pre-Conference Workshops

5:00 – 9:00 SCC Partner Reception

DAY 1

8:30 – 9:30 Marketplace of Ideas Breakfast

Roundtable discussions focused on transportation, energy, water, digital citizen

services, street lighting, micro grids and several other key topics.

Invitation only.

9:30 – 10:30 Opening Session

10:30 – 11:00 Coffee Break

11:00 – 12:00 Fireside Chats

Option 1: Urban Mobility

Option 2: Renewable Energy

12:00 – 1:00 Lunch


Option 1: Built Environment

Option 2: Smart Water


2:45 – 4:00 Solution Generating Dialogues

Theme based facilitated sessions to develop solutions.

4:15 – 5:30 Closing Session

5:30 – 7:00 Opening Reception in the Expo Area

7:00 – 9:00 Thematic Sponsored Dinners

DAY 2

9:00 – 10:15 Opening Session

10:15 – 10:45 Break in Expo Area


Topics based upon sponsor input.

12:00 – 1:00 Lunch Break

1:15 – 2:30 Concurrent Breakout Sessions


3:00 – 4:00 Closing Session

SAVETHE DATE

SMART CITIES WEEK 2017 WASHINGTON, D.C.

VENUE: WASHINGTON, D.C. CONVENTION CENTER

DATE: OCTOBER 3-5, 2017


EXHIBITING OPPORTUNITIES

Do not miss the opportunity to book your exhibition space early to choose the most strategic booth location!

If you are interested in becoming a sponsor or exhibitor of the Smart Cities Week, the application form(s) enclosed at the end of this document should be returned. All applications will be treated on a rolling basis.

SPACE ONLY

Completely customize and develop your stand from start to finish by constructing your stand in a Space Only footprint. You have total control over design, materials, and layout to best promote your products and services or entertain prospective clients.

Space above 160 sf :

Space Only stands include:• 1 free exhibitor badge per 80 sf• 1 wastebasket• 1 electricity socket

COMPLETE BOOTH

Big :

Include:• Installation and removal• (1) 1m wide x 40” tall custom counter • (1) 3m wide x 8 feet tall back wall (Wall A)• (2) 1/2m wide x 8 feet tall returns (Walls B and C)• (1) Custom graphic applique header (39” x 10”)• (3) Arm lights• (1) 1000W/10A electrical outlet• (1) Waste basket• (2) exhibitor passes

$7,875



COMPLETE BOOTH

Medium :

Include:• Installation and removal• (1) 1m wide x 40” tall custom counter • (1) 2.5m wide x 8 feet tall back wall (Wall A)• (2) 1/2m wide x 8 feet tall returns (Walls B and C • (1) Custom graphic applique header (39” x 10”)• (3) Arm lights• (1) 1000W/10A electrical outlet• (1) Waste basket• (1) Exhibitor pass

Small :

Include:• Installation and removal• (1) 1m wide x 40” tall custom counter • (1) 2m wide x 8 feet tall back wall (Wall A)• (2) 1/2m wide x 8 feet tall returns (Walls B and C • (1) Custom graphic applique header (39” x 10”)• (2) Arm lights• (1) 1000W/10A electrical outlet• (1) Waste basket• (1) Exhibitor pass

$6,300

$4,725



INNOVATION ALLEY

Centrally located in the event, our Innovation Alley Partners receive a full complement of benefits to ensure you are able to maximize your exposure. But act fast; these limited spots won’t be available for long!

Criteria for Innovation Alley: • Spin-off, privately held company started less than 3 years ago or with less than 15 employees• Annual sales 2016 does not exceed $2M• A registered non-profit

Deliverables for Innovation Alley Sponsors: • 1 high table • 2 chairs • 1 electrical connection • 1 wastebasket • 1 exhibitor pass • Your logo and link to your website included in all pre-show newsletters.• Your logo and 50 words corporate profile placed on the homepage of the show website • Corporate logo placement in conference and exhibition brochures • App coverage: Corporate profile and logo• Access to complete delegate list following the show• Mention as Innovation Alley Sponsor in the post-show report

Price :

Smart Positioning and Cost Sensitive Pricing Means this Opportunity is “Right Up Your Alley!”

Your booth is just the beginning!The Smart Cities Week offers a wide variety of sponsorship and marketing opportunities designed to help you connect and engage with your target audience.


SPONSORSHIP PACKAGES AT A GLANCE

The sponsorship packages are designed to give you the opportunity to increase your level of engagement, visibility and thought leadership through various unique opportunities. Smart Cities Council Partners are eligible for discounted sponsorship and exhibitor packages.

SPONSOR LEVEL

Conference BenefitsPlatinum$60,000

(1 available *)

Gold $40,000

Silver $22,000

Bronze$13,000

Innovation Alley $2000

Exhibiting

Exhibition booth included Big Big Medium Small

Thought Leadership and Program Presence

Welcome address at event reception or during either the closing session on day 1 or the opening or closing session on day 2

1

15 min speaking slot at the opening session day 1 1

Representative in the Marketplace of Ideas Breakfast Session 2 1

Speaking role for company executive during a breakout session 2

Speaking role for public sector client during a breakout session 1 1

Presentations in the Smart Cities Innovation and Solution Hubs 2 1 1 1

Branding and Marketing: Pre-Show

Your corporate logo placed on the homepage of the show website x x x x x

Your corporate profile placed on the homepage of the show website 200 words 150 words 100 words 75 words 50 words

Your corporate logo and link to your website included in all pre-show newsletters to the attendee database

x x x x x

Corporate logo placement in conference and exhibition brochures x x x x x

Branding and Marketing: Onsite

Key partner branding opening session day 1 x

Key partner branding opening session day 2 or opening reception or closing session x

Branding in on-site signage throughout the venue Key position co-branding position

App coverage: corporate profile and logo 150 words 100 words 75 words 75 words 50 words

Bag inserts (supplied by sponsor) 2 1 1 1

Inside page advertisement in the final program 2 1 1/2 1/3

App push notification (120 characters + link) 2 2 1 1


Enhance your Partnership

Companies that participate in sponsorship and advertising opportunities in addition to the Smart Cities Week packages receive an exceptional return on investment. Choose any of theseexclusive, à la carte sponsorship options at the next page and gain even more exposure among the Smart Cities Week’s significant and highly influential participants.

Marketing: Post-Show

Access to complete delegate list following the show (with full contact info) x x x x x

Sponsor of post show report- the comphrehensive post event recap Key position Mention as a

Gold Sponsor

Mention as a Silver Sponsor

Mention as a Bronze sponsor

Mention as Innovation

Alley sponsor

Full color ad in post show report Full Page Spread

Full Page Spread Half Page Half page

Sales Leads Generation

Access to delegate list 6 and 2 weeks prior to the conference (with full contact info)

x x x

Complimentary delegate pass (including all meals, receptions and conference access)

12 8 4 2

Marketing: Smart Cities Council Video

One studio interview to take place onsite. Interview included on the Smart Cities website and highlighted in a Smart Cities newsletter after the event.

yes yes yes


SPONSORSHIP OPTIONS

SPONSORSHIP OPTIONS

Representative in the marketplace of ideas breakfast session day 1 $5,000

Lanyards (supplied by the sponsor) $3,000

Delegate bags (supplied by the sponsor) $3,000

Bag Inserts (supplied by the sponsor) $1,350

Lounge Area - Option 1 $5,500

Lounge Area - Option 2 $7,500

App (limited to 1 sponsor) $10,000

Final program advertisement full page inside $2,250

Final program advertisement inside front and back cover $2,625

Final program advertisement full page back cover $3,000

Pens & notepads (supplied by the sponsor) $2,100

Wifi (limited to 1 sponsor) $7,500

Push notification $350

Registration desk area (limited to 1 sponsor) $6,750

Coffee breaks- per break $2,000

Lunch break- per break $3,000

Onsite survey package upon request

Brandable Charging Station $1,500

Lockable charging station $4,000

Photo booth (limited to 1 sponsor) upon request

Smart cities innovation and solution hubs presentation (25 min) $4,500

Smart cities innovation and solution hubs presentation evaluation $2,500


MARKETPLACE OF IDEAS BREAKFAST

Invitation-only event with themed tables sponsored by relevant companies. Topics chosen by key themes gleaned from Challenge Grant applications. Roundtable format focused on transportation, energy, digital citizen services, street lighting, microgrids and other topics driven by sponsor input. Each table of 8-10 people gets a topic area and instructions on how to discuss it in a way that is energizing and gets attendees interacting and learning from each other. Audience: Open to all cities who applied for Challenge Grants, event sponsors and SCC Partners.

Participating to this debate will give you:• The opportunity to engage with city representatives• The opportunity to position your company• The opportunity to benefit from additional visibility as the outcome of the debate will be be

disseminated afterwards through a variety of communication channels• A clear understanding of city needs• Insights on successful city implementations

Please note that:• We will brand the debate and disseminate the outcome afterwards

LANYARDS

Choose to be the single company prominently featured on all lanyards and gain massive exposure to all participants.

Lanyard partnership includes:• Your company logo displayed on all lanyards• Logo on the Smart Cities Week website• Logo in the Final Program

Please note that:• The lanyards are to be supplied by the sponsor • This option is limited to 1 company

DELEGATE BAGS

Choose to be the single company prominently featured on all delegate bags and gain massive exposure to all participants.

Delegate bag partnership includes: • Your company logo displayed on all conference bags • Logo on the Smart Cities Week website• Logo in the Final Program

Please note that:• The delegate bags are to be provided by the sponsor and concept needs

to be approved by Smart Cities Week • This option is limited to 1 company


BAG INSERT

Bag inserts are the ideal way to provide participants with information on your company’s latest innovations.

Bag Insert Partnership includes: • Your company flyer inserted in all delegate bags • Logo on the Smart Cities Week website• Logo in the Final Program

Please note that:• Inserts can be flyers and small goodies • Sample inserts or goodies must be submitted to Smart Cities Week for approval

LOUNGE AREA

Option 1:

The lounge area is an ideal way to boost your visibility at the exhibition hall. Participants will be using the lounge area during all breaks to network informally, to have lunch or to enjoy a coffee. During these precious moments they will constantly be in contact with your brand.

Having a lounge area next to your booth is an ideal way to attract participants close to your booth.

It includes:• 400 square foot space in the exhibition hall• 4 tables (30” high and 40” in diameter)• 1 sticker on each table• 12 poufs • 1 literature rack


You can brand the 4 tables with a sticker to increase your visibility even more. The picture needs to be sent in format .eps.

The lounge area can be further customized according to your needs with optional items like:• Carpet: ( Ideal to brand it according to your company colors)• Electricity• Plants• Counter• Different Table:

• Different chair: • Seating is 63” x 40” x 15” tall

Brandable tabletop surface and a built-in charging outlet

• Seating is 72” diameter x 18” tall 4-piece unit, which can be divided into four quarters and each piece can be placed in any

configuration (circle, snake, separate, etc.)

Option 2:

It includes: • 600 square foot space in the exhibition hall• 6 tables (30” high and 40” in diameter)• 1 sticker on each table• 18 poufs • 2 literature racks You can brand the 6 tables with a sticker to increase your visibility even more.

Various customization opportunities possible.


APP

Mobile is growing fast. Exclusive sponsorship provides high-exposure placement in the app in order to drive traffic to your company’s onsite presence or website.

Enhance your visibility through the iPhone/Android app available to all attendees. Create bespoke banners and splash screens to get your message across and interact with the attendees. Furthermore, your app presence can be tailor-made. Statistics will be made available.

Please note that this option is limited to 1 company.

FINAL PROGRAM ADVERTISEMENT FULL PAGE INSIDE

The Final Program will be available onsite for all meeting participants. Your ad, printed in colour, will provide you with significant exposure to all participants. The PDF of the program will also be made available on the Smart Cities Week website prior to the Smart Cities Week event, ensuring that a wide audience sees your advert.

FINAL PROGRAM ADVERTISEMENT INSIDE FRONT AND BACK COVER


FINAL PROGRAM ADVERTISEMENT FULL PAGE BACK COVER


PENS & NOTEPADS (TO BE PROVIDED BY THE SPONSOR)Provide branded panes & notepads to our participants and increase your visibility throughout the event.

WIFI (LIMITED TO 1 SPONSOR)

Help all attendees get connected at the Smart Cities Week event as the Official Wifi sponsor.

Wifi sponsorship includes:• Logo and link placement on the Smart Cities Week website• Logo in the final program• 1 additional delegate pass• Company logo on signage that includes wifi login instruction• Wifi network branded with company logo


PUSH NOTIFICATION

Create and send out a custom message to the delegates through the App. Please note that the message consists of maximum 120 characters and a link to your company.

REGISTRATION DESK AREA (LIMITED TO 1 SPONSOR)

The registration desk area is the place where all delegates will show up to pick up their badge. Your company logo will be displayed in the registration desk area. Further customization is possible based upon your requirements.

COFFEE BREAK

Coffee breaks, scheduled during specific times in the exhibition area, will represent an important time for participants to gather and to engage in animated discussion between sessions.

Coffee Break partnership includes:• Your logo prominently displayed on catering stations at the break of your choice• Logo on the Smart Cities Week website• Logo in the Final Program

Please note that:• Sponsors are allowed and encouraged to maximise exposure by providing branded paper

napkins and table flags• The allocation of breaks will be done on a first come first served basis

LUNCH BREAK

Lunch breaks, scheduled during specific times in the exhibition area will represent an important time for participants to gather and to engage in animated discussion between sessions.

Lunch partnership includes:• Your logo prominently displayed on catering stations• Logo on the Smart Cities Week website• Logo in the Final Program

Please note that:• Sponsors are allowed and encouraged to maximise exposure by providing branded paper

napkins and table flags• The allocation of lunch breaks will be done on a first come first served basis


ONSITE SURVEY PACKAGE

Do you consider the following questions?

• How to measure the event ROI?• How to justify our investment?• How to get insights about the effectivity of our brand messaging?• How well are our products know and used by our target audience?

We can support you getting insights by organizing an onsite survey.

Our approach:

• Understand - We extract your strategic objectives as well as target audiences needs and preferences.• Define Objectives & KPI’s - We help in setting your strategy map and propose suitable KPI’s.• Operationalize - We make KPI’s measurable.• Measure - We collect needed data for you.• Report & Learn - We deliver detailed reports and top-line dashboards to serve different needs of internal

stakeholders.

As this is a bespoke offer, please reach out to the sponsorship and exhibitor manager.

CHARGING STATION

Option 1: Brandable Charging Station

Your branding and an invitation to visit your stand or lounge area can be part of the design for the sought-after mobile charging stations.

Place a charging station next to your stand or at your lounge area to attract participants who are always looking for ways to charge their mobile devices.


Option 2: Lockable charging station

Your branding and an invitation to visit your stand or lounge area can be part of the design for the sought-after mobile charging stations.

Place a charging station next to your stand or at your lounge area to attract participants who are always looking for ways to charge their mobile devices.

The lockable charging station includes:

• 19” monitor• 6 individual lockers

PHOTO BOOTH (LIMITED TO 1 SPONSOR)

Benefit from a powerful marketing tool to:

• Create brand ambassadors• Collect qualified data• Increase online visibility• To manage traffic on & offline

As this is a bespoke offer, please reach out to the sponsorship and exhibitor manager.


SMART CITIES INNOVATION AND SOLUTION HUBS PRESENTATION

Position your company as a thought leader by means of an inspiring presentation in the Smart Cities Innovaton and Solution Hub.

Please note that:• The sponsor is allowed to select a topic of its choice• The sponsor can provide a 60 seconds movie to highlight their topic and speaker• The presentation can take maximum 25 minutes during either a coffee or lunch break• The title and speaker of your presentation will be highlighted on the Smart Cities Week website

and in the Final Program• The available time slots are based upon a first come first served principle

SMART CITIES INNOVATION AND SOLUTION HUBS PRESENTATION EVALUATION

Smart Cities Week will provide a tool to measure the impact of your presentation• Individual discussion and adaption of the standardised questionnaire• Analysis and results • Composition of one PowerPoint report (10-15 pages)• Interpretation and short summary• Individual presentation of results

Cannot find what you are looking for?If any of the sponsorship options described above should not completely suit your company’s needs, please contact Lieven Marien, Sponsorship and Exhibition Manager SCW, for more information. We are open to discussing bespoke packages with you and to help you make the most of your presence at the Smart Cities Week 2017.

• Email: [email protected]• Mobile: +32 (0)473 38 68 26• Phone +32 (0) 2 789 23 21

EXHIBITION BOOKING FORM - SMART CITIES WEEK SILICON VALLEY

1 COMPANY DETAILS

Contact name:Position:Company:Address:Postcode: City:Country:

Telephone:Mobile:Email:Fax:VAT Number:Smart Cities Council Member: yes no

2. EXHIBITION BOOKING Raw Space above 160 sf: $30/sf x sf = $

Big Booth ($7,875) Medium Booth ($6,300) Small Booth ($4,725)

3. INNOVATION ALLEY

$2,000

5. METHOD OF PAYMENT

Bank Transfer Credit Card Payment

All credit card transactions will incur an additional 2.5% credit card processing fee. This fee will be applied to the total amount payable.Upon receipt of your booking form, MCI Benelux SA will send you an invoice for a 100% payment equivalent to the value of your reservation.

6. CONFIRMATION

I have read the terms and conditions and cancellation policy*.

This booking is legally binding

*The terms and conditions can be found on the last page of the Sponsorship and Exhibition Brochure

All mentioned rates exclude VAT

Date:

Signature and Company Stamp:

if yes, which level?

Please return a scan of this completed form to: [email protected]

18

WASHINGTON, D.C.


EXHIBITION BOOKING FORM - SMART CITIES WEEK SILICON VALLEY

2. PARTNERSHIP LEVEL

Platinum Sponsor $ 60,000

Gold Sponsor EUR$ 40,000

Silver Sponsor $ 22,000

Bronze Sponsor $ 13,000

Innovation Alley $ 2,000

3. SPONSORSHIP OPPORTUNITIES

Sponsorship Item(s) (please indicate below) Rate (excluding VAT)

TOTAL SPONSORSHIP ITEMS EXCLUDING VAT

1. COMPANY DETAILS

Contact name:Position:Company:Address:Postcode: City:Country:

Telephone:Mobile:Email:Fax:VAT Number:Smart Cities Council Member: yes no

if yes, which level?

5. METHOD OF PAYMENT

Bank Transfer Credit Card Payment

All credit card transactions will incur an additional 2.5% credit card processing fee. This fee will be applied to the total amount payable.Upon receipt of your booking form, MCI Benelux SA will send you an invoice for a 100% payment equivalent to the value of your reservation.

6. CONFIRMATION

I have read the terms and conditions and cancellation policy*.

This booking is legally binding

*The terms and conditions can be found on the last page of the Sponsorship and Exhibition Brochure

All mentioned rates exclude VAT

Date:

Signature and Company Stamp:

Please return a scan of this completed form to: [email protected]

19

WASHINGTON, D.C.


20

TERMS AND CONDITIONS

1. Definitions“SCW” shall mean the event, the Smart Cities Week, which will take place 8-10 May 2017, at the Santa Clara Convention Center. “Organizer” shall mean MCI in Joint Venture with SCC. “Exhibitor or Sponsor” shall mean any person, firm or organization allocated a space by the Organizers in the above-said conference, or with a confirmed sponsorship as outlined in this document.

2. Application for participation and acceptanceAll applications for participation shall be made on the prescribed booking form. The application shall be submitted to the Organizer. Upon receipt of the invoice, the exhibitor or sponsor will promptly transfer the required deposit equivalent to 100% of the total charges and sponsor package. The submission of the application form shall be deemed to be confirmation of participation and full acceptance of the ‘Terms & Conditions for Participation’ as stated herein. The application shall become a valid contract upon the Organizer accepting the application. The application and confirmation of its receipt do not constitute grounds for any claim to approval, or to any specific location or site of stand. In particular, the Organizer is entitled to implement reductions in the number of square meters applied for if the conference area available is oversubscribed.

3. Rental of stand fitting, design and signsThe individual design of the stand, if in excess of the services indicated in the offer, is the concern of each individual Exhibitor who shall apply with the official contractor for furniture, fittings, fixtures and Utilities. The nature of the design shall, however, be subjected to the construction regulations applicable to the event venue and to the construction guidelines set by the Organizer.

4. Terms of payment a) 100% of total stand rental charges and items sponsored b) The invoice shall be paid within 30 days after the issue date of the invoice c) For other additional services, payments must be made in full, in advance, when placing orders for services d) Payment by the stipulated date is a prerequisite condition for the Exhibitor’s participation in the conference and use of the stand. e) In the event of default of payment by the stipulated date in (a), the Exhibitor’s or sponsor’s application shall be deemed to be cancelled and 50% forfeited as penalty fees more

than 4 months prior the Exhibition and 100% within 4 months prior the exhibition; and (b), the Organizer shall reserve the right to claim all payment due from the defaulting Exhibitor or Sponsor. The Exhibitor or Sponsor shall not be entitled to any form of compensation whatsoever, whether for loss of profits or otherwise.

5. WithdrawalsThe Exhibitor or Sponsor will not be permitted to withdraw from, cancel, alter or reduce in any way their booking of the conference. However, the Organizer may consider special cases and in their sole discretion grant partial refunds according to how many months/weeks prior to the start of the conference that the proposed withdrawal or charge is made known to the Organizer in writing. Months prior to start of conference cancellation fee: a) More than 4 months 50% b) Within 4 months 100%

6. Movement of exhibits a) The Exhibitor shall bear the responsibility and expenses for transport of exhibits to the conference venue. b) The Exhibitor shall make their own arrangements for the storage and warehousing of the exhibits, subject to the approval of the Organizer. c) The Exhibitor shall submit a list of exhibits to the Organizer at least ten days prior to the start of the conference. d) No exhibits or other goods will be permitted to leave the conference venue. The Exhibitor shall indemnify the Organizer against any loss or damages due to delay or damage

to the conference venue.

7. Security and InsuranceThe Organizer, its directors, trustees, offices, employees, agents and representations, will not be responsible for the safety of articles of any kind brought into the conference by the Exhibitor or Sponsor, their employees, agents or contractors, members of the public or any person whosoever. Exhibitors shall ensure that they are fully covered by Insurance and take out public liability and comprehensive protection. The period of Insurance shall be from the time the Exhibitor first enters the conference hall until all his exhibits have been properly removed to the satisfaction of the Organizer. The Exhibitor shall indemnify and hold the Organizer, its directors, trustees, offices, employees, agents and representations, armless with respect to all costs, claims, liabilities, losses, demands, proceedings and expenses to which the Organizer, its directors, trustees, offices, employees, agents and representations may in any way be subject (including but not limited to members of the public, the staff of the local authorities, or the Organizer of Exhibitors’ staff, agents or contractors) caused as a result of any act of omission of the Exhibitor, sponsor, representatives, employees, agents, contractors or invitees. If the Organizer so demands, the Exhibitor shall provide proof to the Organizer that the Exhibitor has adequate insurance coverage. The Organizer shall not in any event be held responsible for any loss or damages whatsoever including loss of profits suffered by the exhibitor) as a result of any restrictions or conditions which prevent construction, completion, alteration or dismantling, or for the failure of any service normally provided at the listed conference ground, for the cancellation or part-time opening of the conference either as a whole or in part, or for amendments or alterations to all or any of the ‘Terms & Conditions for Participation’ caused by any circumstance not within their control.

8. Security ResponsibilityDuring all periods. security of exhibits, stands and furniture is wholly the responsibility of the Exhibitor, his agent or contractor and the Organizer, its directors, trustees, offices, employees, agents and representations shall not be responsible for any losses, damages to property or injuries to person incurred.

9. Damage to venueThe exhibitor shall take good care of and shall not cause any damage or permit or suffer any damage to be done to the conference venue or to any part or parts there of or to any fittings, equipment or other property therein, and shall make good and pay for damages thereto (including accident damage and damage by fire) caused by act or omission of himself, employees, agents, representatives, contractors or persons by reason of the use of the conference venue by the Exhibitor. If the Organizer so demands, the Exhibitor shall insure the venue for any damage and send the insurance documents to the Organizer.

10. Indemnity of the Organizer/Exhibition ManagerUnder no circumstances shall the Organizer make good or accept any responsibility or liability however arising with respect to damage, theft or loss of any property, goods, articles or things however placed, deposited or brought into or left upon the premise either by the Exhibitor for his use or purpose or by any other person, and the Exhibitor must indemnify the Organizer, its employees, agents and offices in respect thereof.

11. Compliance with lawsExhibitors shall comply with all the rules, regulations and laws imposed or laid down or prescribed in the future by the government, public authorities and owners or managers of the conference venue for all purposes concerned with the implementation of these regulations, of the regulations and stipulations laid down or prescribed in the future by the Organizer by virtue thereof, and of all other contracts relating to the conference the Exhibitor shall be deemed to be domiciled at the office of the Organizer in Brussels. Without prejudice to the powers of the parties to enter into a general or limited arbitration agreement, all disputes arising from the Exhibitor’s participation, from the enforcement of these regulations, or from any other contracts relating to the conference, including the Terms & Conditions for Participation’ stated herein, or by virtue of regulations or stipulations laid down or prescribed by the Organizer, shall be governed and construed accordingly and the Exhibitor hereby submits to the nonexclusive jurisdiction of the courts. Where disputes arise concerning interpretation, the English text of these ‘Terms & Conditions for Participation’ shall be deemed to be final.

12. Supplementary clausesWhenever necessary to ensure the smooth management of the conference, the Organizer shall have the right to issue Supplementary regulations and instructions in addition to those in the Terms & Conditions for Participation’. All such additional written instructions form a part of the ‘Terms & Conditions for Participation’ and are binding on all Exhibitors.

13. Infringement of ‘Terms and Conditions for Participation’The infringement of the above-mentioned ‘Terms and Conditions for Participation’, and any other future rules and regulations determined by the Organizer, will result in the exclusion of the Exhibitor from the conference, and the Exhibitor shall have no right to claim compensation or demand refund on any payments already processed, losses or expenses, nor shall the Exhibitor be released from their contractual obligation to pay.

14. Unforeseen OccurrencesIn the event of any occurrence not foreseen in these Terms & Conditions for Participation’, the decision of the Organizer shall be final.


Documents

download the sponsorship brochure