Exhibitor information

Trade exhibition

Shipment and storage

Costs and entitlements

Set up and dismantle times

Pertinence to meeting purpose

Security / insurance

Assignment of exhibit space

Copyrighted material

Use of exhibit space

General provisions

Standard equipment

Become an exhibitor

 

Trade exhibition

The trade exhibition and the poster exhibition will be organised in the exhibition halls in the Palacio de Congresos y Exposiciones – FIBES, Seville. This area is the central get together place where coffee breaks and lunch will be provided. The exhibits will open for the opening reception on 23 May 2010. The exhibit hall will be open Sunday: 20.00–22.00 hours; Monday, Tuesday and Wednesday: 08.30–18.30 hours.

Click here to see the preliminary floorplan.

 
Costs and entitlements

The cost of one standard exhibit space (6m2) is 2.750 € if paid by 31 January 2010; 3.250 € if paid after that date. This fee includes one complimentary full registration. Attendance to the welcome reception is included in the registration. For any other social activities or short courses, additional registrations are compulsory. The completed and signed application with deposit must be received in order to secure space(s).

The registration includes:

  • One booth: 2 x 3 m;
  • One complimentary meeting registration;
  • One free 1/2–page advertisement in the Meeting Programme (normal
    price: 800€);
  • Coffee/Tea/Refreshment breaks and lunch;
  • Booth identification sign (20 characters maximum);
  • Promotion of your company name in meeting flyers and in the Meeting
  • Programme (listing of exhibitors);
  • List of pre-registered attendees (company/contact names);
  • A preliminary registration list (through 30 April) will be mailed to exhibitors who have signed up and paid the exhibit fee. The list will contain company and contact names only. For details on purchasing a full address pre-registration list, please contact the SETAC Europe office. Additional booth space is available for 1.250 €, but this does not include extra registrations.


Pertinence to meeting purpose

The SETAC Europe office will review and approve all contracts. The products or services to be exhibited must be pertinent to the technical scope and purpose of the Meeting. Please send a brief description of products or services to be exhibited together with the contract for exhibit space. Changes in the products or services to be displayed as described on the application form are to be forwarded to SETAC Europe in writing by 26 March, for inclusion in the final programme. No changes will be accepted after this date.


Assignment of exhibit space

Space will be assigned on a first-come/first-served basis. Every effort will be made to assign exhibit space according to each exhibitor’s stated preference, subject to availability. SETAC Europe reserves the right to rearrange the floor plan and/or to relocate any exhibit to further the best interests of the Annual Meeting. A letter / e-mail confirming receipt of application, along with a booth assignment, will be mailed promptly. A technical guide for Exhibitors will be provided in April 2010.


Use of exhibit space

No Exhibitor will be permitted to display outside the confines of the assigned space in the Exhibition area. No wall may be higher than 2,4m. These limitations are intended to provide a clear view of the neighbouring exhibits. End panel wing must be covered or painted if they are visible in adjacent booths.


Standard equipment

Standard equipment and services for the booth are:

  • Side and back panels;
  • 1 electro strip with 2 spotlights;W
  • woven gray-coloured carpet;
  • table and two chairs;
  • power supply outlet 1 x 230 V;
  • booth identification sign (20 characters maximum).

Additional equipment and services will be available at extra costs. Listing of available equipment will be provided in the technical guide for exhibitors that will be mailed by SETAC Europe in April 2010.


Shipment and storage

Exhibit material may be shipped to the Contractor’s warehouse no more than 1 week before the meeting for storage and delivery to the exhibition site. A shipping and material handling instruction form will be provided in the technical guide for exhibitors.
Be sure to clearly mark the name and dates of the SETAC Europe Annual Meeting, as well as your assigned booth number on the outside of each package.


Set up and dismantle times

Set-up is on Sunday 23 May as of 14:00 and must be completed including all packing material removed no later than 18:00 to prepare for the opening reception in the Exhibit Hall. No containers or boxes are permitted to be stored in the booth area during the meeting. Teardown is permitted as of 18:30 on Wednesday 26 May or after the closing ceremony on Thursday 27, as of 14:00. exhibitors are fully responsible for their shipment arrangements. SETAC Europe shall not be responsible for any delays, neither damage nor loss to Exhibitor’s property while in shipment to and from the exhibition site.


Security / insurance

The booth must be manned at all times during the hours when exhibits are open. The exhibit area will be secured to protect against loss during the hours when exhibits are closed; however, neither SETAC nor the Convention Centre will be responsible for the safety of exhibits against theft or loss. Exhibitors should insure their exhibits and any display materials and carry proper public liability and property damage insurance during all times that such exhibits and display materials are on site at the Meeting. Exhibitors hereby expressly waive and release any claims or cause of actions against SETAC Europe that may arise out of loss or damage to any of their property or property of their employees, agents, guests, and the general public.


Copyrighted material

It is the responsibility of the exhibitor to obtain appropriate copyright releases for use of any type of copyrighted material (e.g. publications, graphics) during the Annual Meeting.


General provisions

The license granted by the Contract is non-transferable without the prior written consent of SETAC Europe. The Exhibit space and associated facilities licensed hereunder are provided on an “as-is” basis. SETAC Europe does not make any express or implied warranty or guaranty of any type or nature, including fitness for a particular purpose, with regard to the subject exhibit space and associated facilities. Further, SETAC Europe shall not be responsible for any damage or loss to Exhibitor’s property while in transit or on display or in storage at the exhibition site. The Exhibitor shall be responsible for returning the Exhibit space and associated facilities in as good condition as they were received, reasonable and normal wear and tear expected. The Exhibitor shall insure that it and any individuals and/or entities for which it may be responsible comply with all rules and policies of the Exhibition site, as well as all applicable Federal, state, and local laws, ordinances, and regulations. Exhibitor will indemnify and hold harmless SETAC Europe, and its respective trustees, officers, and employees against any claims, suits, damages, liabilities, and expenses (including attorney fees) arising out of property damage or personal injury to third parties caused by the negligence or wilful misconduct of Exhibitor or any individual or entity for which Exhibitor may be responsible. Anyone visiting, viewing or otherwise participating in Exhibitor’s displays shall be deemed an invitee or licensee of Exhibitor.

Decisions regarding admission of exhibitors and exhibits, respectively on allocation of space will be made by SETAC Europe.
At all times, SETAC Europe reserves the right to make changes to the above mentionned terms and conditions related to the exhibitors agreement and to the exhibitors floorplan.
 


Become an exhibitor

Are you interested to become an exhibitor? Please fill in the exhibition contract and send it by e-mail to barbara.koelman@setac.org or by fax +32 2 772 72 81.

 
Click here to see the floorplan. (The floorplan will be downloadable soon)



SETAC Europe | Avenue de la Toison d'Or 67 | B-1060 Brussels, Belgium | Phone: +32(0)2 772.72.81 | Fax: +32(0)2 770.53.86 | E-mail: setaceu@setac.org