General terms & conditions

• For safety and aesthetic reasons, exhibitors are required to set up and dismantle their booths at the times requested. All exhibitors contractually agree to comply with the opening and closing times.
• The shell scheme will be supplied with a fascia board spanning the width of the stand (printed with company name) stand walls, a 15 amp plug point, two spotlights, stand carpeting, one table and two chairs.
• All peninsula, corner and in-line stands must be separated from the neighbouring stand(s) by means of a separation wall. Over 2.5 m, the separation wall should be finished or open.
• An exhibition manual will be available online by January 2016 and will include:
• all relevant technical information, including rules and guidelines for stand activity and promotion
• order form for materials available for rental (panels, chairs, flowers, etc.) and corresponding prices
• order form for storage, transport, customs and forwarding agents
• exhibition opening hours
• construction and dismantling hours
• a detailed road map of the exhibition area indicating access for trucks
• rules related to height limitations
• local requirements with regards to VAT or other taxes and conditions for reimbursement

Exhibitors must submit an exact statement of the dimensions of their stand as well as plans and descriptions of their stands for approval by the organisers. The graphics must clearly indicate the planned layout, equipment and furnishing of the stand, including the signage and visuals.
Documents should be received by the organisers for approval no later than 60 days prior to the congress. Documents will then be submitted by The organisers to the CTICC for final approval.
Each exhibitor is asked to take into consideration the impact of the stand’s construction on neighbouring exhibitors and to comply with the build-up regulations which will be included in the technical manual.

Payment deadlines for exhibition space

• 1st instalment (50% of total amount) Following receipt of application and provision of invoice by organisers
• 2nd instalment (50% of total amount) by 30 June 2016
• Interest will be charged on any late payments.

Payment terms

• Invoices are payable within 30 days following the date of issue and prior to the deposit and balance due dates. In case of non-payment on the due date, late charges of 5% per month will apply.
• If rental charges are not paid within the allotted time, exhibition space will be released and any loss incurred by the organizer through such non-payment shall be covered by the defaulting exhibitor.
• Direct transfer payments are preferred and should be made into the congress account, clearly indicating the invoice number. Sender’s bank charges will be at the expense of the exhibitor.
• Cheques will not be accepted.
• Other than for on-site registration, no cash payment shall be accepted.

Cancellation/reduction of exhibition space

Total cancellation of exhibition space

• In case of total cancellation before 27 August 2014 an administrative fee of 10% of the total amount due applies, with a minimum of ZAR 2 000.
• In case of total cancellation before 1 August 2015, a cancellation charge of 50% of the total amount is due.
• In case of total cancellation before 27 May 2016, a cancellation charge of 75% of the total amount is due.
• In case of total cancellation on or after 27 May 2016, the total amount is due.
• Total cancellation fees apply irrespective of whether the space can be reallocated.

Partial cancellation of exhibition space

• In case of partial cancellation before 27 August 2014, an administrative fee of 10% of the amount of the cancelled space applies
• In case of partial cancellation before 1 August 2015a cancellation charge of 50% of the amount of the cancelled space is due.
• In case of partial cancellation before 27 May 2016, a cancellation charge of 75% of the amount of the cancelled space is due.
• In case of partial cancellation on or after 27 May 2016, the total amount of the cancelled space is due.
• Partial cancellation fees apply irrespective of whether the partially cancelled space can be reallocated.
• Partial cancellation of exhibition floor space may require the remaining exhibition space to be relocated to another area of the exhibition. Relocation will be considered in consultation with the exhibitor. In any case, the organisers will have the final relocation decision with no recourse by the exhibitor.

Important note

All invoices need to be paid in full before the start of the congress. Failure to do so may lead to the cancellation of all sponsorship items, be it exhibition space, symposia slots, sponsorship items or hospitality suites.

Subletting and sharing exhibition space

The exhibitor shall neither share nor sublet whole or part of the allocated exhibition space to a third party without the written agreement of the organizers

The full value of exhibition and any bank or card charges must be covered by the attendee when making payment, please ensure that you tick “bank charges for own account” when submitting funds via swift or EFT. Should the secretariat receive a lesser value in Rands that what has been invoiced due to bank charges, we reserve the right to invoice these such bank charges.