Authority

Please read these terms and conditions carefully.

Definitions

1. Exhibitor means a legal person or entity that has completed a Sponsor Booking Form and paid the corresponding fees, if any, for their booking to participate as a sponsor, partner or other type of participant at the Event in accordance with these Terms.
2. Booking Form means a completed signed and dated Sponsor Booking Form to reserve participation and selection of the Package at the Event.
3. Package means the Sponsorship Package selected on the Booking Form.
4. Event means the meeting described in the related event description and Booking Form.

Terms of Agreement

Neither the rights nor obligations under this Agreement shall be assigned or otherwise disposed of without the prior written consent of the non-assigning party. Any attempted assignment of this Agreement shall be null and void and shall constitute a breach of the Agreement, resulting in cancellation at the organizer’s discretion.

ISAD is the sole authority for resolving questions or issues arising from the interpretation of the following rules and regulations. The authorized sponsor signing the Agreement is responsible to ensure the company representatives and any third-party organizer who will be involved in any activity relating to the ISAD, will be aware of and also comply with these regulations.

Agreements

Eligibility

Sponsors will be limited to those companies or other entities offering materials, products or services of specific interest to registrants, as determined by ISAD in its sole discretion. ISAD reserves the right to determine the eligibility of any product for display at the meeting.

Sponsor Representatives

Sponsor representatives registered as Conference Registrants may attend all scientific sessions and social events.

Identification

All Sponsor Representatives must register and wear an official meeting name badge. A company identification name badge can also be worn but not in lieu of the official name badge.

Satellite meetings, dinners & social gatherings

SATELLITE MEETINGS ARE NOT ALLOWED

Sponsors or their affiliates may not sponsor educational events or meetings involving registrants of the meeting during the official conference program days.

Dinners and/or social gatherings with registrants may be organized when no meeting’s related events are taking place. As a courtesy, any planned activities should be made known to the Organizer and ISAD Society.

Promotion and Advertising

With the exception of the virtual meeting platform and social media platforms, sponsors are not to self-promote their participation in the meeting without prior permission from the LOC and ISAD Society. Requests for advertising within the meeting’s venue property, host hotels, or within travel routes to these properties must be submitted in writing to the Organizer at least nine weeks before. The request must specify date, time, location, type of function and anticipated attendance.

Hospitality Suites

No individual, company or organization may host or sponsor a hospitality suite, other than the Diamond and Platinum packages assigned hospitality suites, if any.

Contests and Drawings

Prize contests, awards, drawings, raffles or lotteries in the exhibit area during the meeting may be considered by the ISAD Society if permitted by provincial jurisdictions. Requests should be submitted early for adequate review. ISAD Society / LOC reserves the right to refuse proposals it deems unsuitable for their attendees.

Giveaways and Promotional Items

O.T.C. products and promotional giveaways may be distributed during the onsite Exhibit Tradeshow, or on the virtual exhibit tradeshow.

Media Related Activities

Sponsored media events may not be held on the Annual Conference premises without the written consent of the ISAD Society / LOC.

Copyright

The meeting is not a public event. Unauthorized use of program images, program content, the name of a speaker and / or program title, or the name of the meeting without the written consent of the ISAD Society is prohibited.

Indemnity

Sponsors and, as may be applicable, their corporate affiliates, directors, officers, employees, agents, representatives, successors and assigns, agree to defend, indemnify and hold harmless the organizer and its corporate affiliates, and their directors, officers, employees, agents, representatives, successors and assigns, from any and all claims, damages, costs and expenses, including lawyers’ fees and disbursements, related to or arising from their participation in the meeting.

Enurement

The rules and regulations herein shall be binding upon the parties hereto and their respective successors and permitted assigns.

Representations and Warranties

The Sponsor represents and warrants that it has the right, power and authority to enter into this Agreement and to grant the rights and licenses conveyed in this Agreement and is not subject to any Agreements, claims or arrangements which conflict or adversely affect the rights granted in this Agreement.

Licence

The Sponsor acknowledges and agrees that it has no proprietary right or authority or interest in the meeting and any branding material except as otherwise provided herein and no provision of this Agreement shall be construed or interpreted as an assignment or grant to the Sponsor of any right, title or interest in or to the meeting or the branding material except as specifically provided in this Agreement.

Terms and Conditions

Reservation and confirmation

1. Completion and submission of an application by an Exhibitor will be considered as a commitment by the Exhibitor to undertake and, if applicable, pay for the selected Package.
2. Upon receipt and acceptance of the completed application by the Organizer, the ISAD Society will issue an invoice of the total cost of the chosen Package, if any. The total payment is non-refundable.
3. The booking of the Package will be confirmed once the payment, if any, has been received in full by ISAD Society.

Payment terms & methods (if applicable)

Payment

Sponsor agrees in consideration of the sponsorship benefits outlined in the Sponsorship Prospectus to pay in full the selected sponsorship level amount(s) by the required due date. Both Organizer and Sponsor acknowledge that the Sponsor’s role in the meeting is limited to making a financial contribution and receiving sponsorship benefits, and that the Sponsor is not otherwise involved in the meeting. The Sponsor is neither a decision-maker nor an advisor to the ISAD Society.

➜ see dedicated page

Cancellation policy and cancellation charges (if applicable)

Cancellation by the Sponsor

1. Any cancellation notices must be made in writing to the Organizer.
2. The following cancellation charges apply for any cancellation made by the Sponsor:
   • Within 30 to 60 days of the Event, 50% (fifty percent) of the agreed cost of the chosen Package. Any remainder paid by the Exhibitor to the ISAD Society will be refunded.
   • Within 30 days of the Event, no refunds will be issued against the cost of any chosen Package and the cost of the chosen Package will be invoiced in full by the ISAD Society.

Cancellation or Curtailment of the meeting

ISAD Society and LOC reserves the right as its sole discretion, to change the format, date or dates upon which the program is to be held and shall not be liable in damages or otherwise by reason of any such change.

If the Event is cancelled by LOC, for reasons other than Force Majeure, the cost of the chosen Package paid to date by the Exhibitor shall be refunded in full by ISAD Society.

Force majeure

A “Force Majeure” means any event beyond a party’s control which causes a failure or delay in performance of any of such party’s obligations hereunder, including without limitation any war, invasion, earthquake, riot, civil unrest, strike, fire, flood, explosion, disease / pandemic / epidemic or other disaster or similar event or any governmental actor governmental agencies or regulation or action or blockade or embargo, diseases, delay of carrier, shortage or failure in the supply of materials, energy or internet shortage and acts of government.

In case of Force Majeure, the Organizer reserves the right to modify dates, time schedules, floor plans and programs. ISAD Society shall only be obliged to reimburse the payments received, if any, subject to deduction of any and all costs that it has incurred in preparing the Event.

In addition, ISAD Society and LOC will not be liable in damages or otherwise for failure to carry out the terms in whole or in part where caused directly or indirectly by or in such consequences or by any causes beyond the control of ISAD Society and LOC.

Exhibitor guidelines

The Exhibitor shall comply with the rules regulations and guidance set by the owner of the venue at which the Event will be held (“Venue Rules”).

Exhibitor rights and obligations

1. By submitting the application, the Exhibitor makes a final irrevocable commitment to occupy the allocated space until the time for closure of the Event. The Exhibitor may only represent itself. Transferring or subletting all or part of the space allocated to the Exhibitor is strictly prohibited.
2. Nothing in these Terms and Conditions or participation in the Event generally shall give the Exhibitor any right to use ISAD Society’s or any partner’s name or logo in any way whatsoever.

ISAD Society’s rights

1. Any infringement of these Terms and Conditions or the Venue Rules may lead to the immediate withdrawal by the Organizer of the Exhibitor’s right to participate in the Event without compensation or refund of sums already paid.
2. The Organizer reserves the right to reject applications from Exhibitors whose activities are considered, in ISAD society’s sole discretion, not to be in line with, or related to, the purpose of the Event or ISAD Society’s mission and values.
3. The Organizer will attempt to allocate space to the Exhibitor on the basis of the Exhibitor preference in accordance with the selected Package, and based on the published Venue Floor Plan, subject to allocations being made on a first-come first-served basis. However, final space allocations will be in LOC’s sole discretion.
4. The Organizer may retain a third party to manage the Event and any associated exhibition setup, in which case the Exhibitor agrees to work with such third party and comply with their event setup and exhibition requirements.
5. The Organizer makes no guarantees or warranties with respect to the number of Event participants, attendees or delegates, and will not be held liable in any way whatsoever if the Event attracts a lower than expected number of participants, attendees or delegates.
6. The Organizer shall be entitled to offer to another participant any space or Package that the Exhibitor fails to occupy by the time the Event opens without any obligation to provide compensation to the defaulting Exhibitor.

Limit on liability and insurance

1. LOC and ISAD Society shall not be responsible for:
   • the safety (including personal injury) or security of the employees, contractors, representatives, or agents of the Exhibitor, or
   • any destruction of, or loss or damage to the property of the Exhibitor or its employees, contractors, representatives, or agents (including without limitation, any equipment, exhibits, personal property, supplies, or material).
2. LOC’s and ISAD Society’s total liabilities under these Terms and Conditions shall not exceed the total amounts received from the Exhibitor in relation to the Event. LOC makes no, and hereby disclaims all, warranties and representations relating to the Event, including warranties and representations regarding the attendance levels, press coverage, outcome, or success of the Event or its related activities.
3. The Exhibitor shall hold harmless and indemnify LOC, ISAD Society and appointed Event organization third party (if any) from and against any and all liabilities, damages, expenses or losses (including reasonable attorney’s fees) incurred by or imposed upon LOC, ISAD Society and appointed Event organizer in connection with any third party claim, suit, action or demand arising out of, or relating to the Exhibitor participation in the Event or breach of its obligations under this Agreement, or in connection with the gross negligence or willful misconduct of Exhibitor or its employees, representatives, or agents.

Best Industry Practice

1. The Exhibitor shall comply with all applicable laws and international best practice relating to the industry sector in which the Exhibitor operates.
2. The Organizer and the Exhibitor acknowledge and agree that the booking fees hereunder, if any, represent fair market value for the services and other obligations of LOC under these Terms and Conditions, and that the payment of such fees is not intended, directly or indirectly, to reward or encourage ISAD Society or its institutional partners’ purchasing of the Exhibitor’s products or services.
3. Exhibitor’s decision to participate in the Event, and if applicable to purchase the Package, is not a requirement or expectation based on ISAD Society and/or its institutional partners’ past purchasing decisions and will have no influence on ISAD Society and/or its institutional partners’ future purchasing decisions.

* applies to the 14th Georg RAJKA – ISAD, Doha 2024