Authority
The following rules and regulations are designed to give structure to the relationship between the ISAD Society (ISAD), the Local Committee (LOC, the organizer) of the meeting* and sponsoring companies.
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.
The Local Committee 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 Society 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.
Non-Rajka events
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 assigned hospitality suites.
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.
Force Majeure
The failure or omission by either party in the performance of any obligation under this Agreement will not be deemed a breach of this Agreement or create any liability if it arises from any cause or causes beyond the control of that party, such as strikes, riots, war, acts of God, invasion, fire, explosion, floods, pandemics, epidemics, diseases, delay of carrier, shortage or failure in the supply of materials, energy or internet shortage and acts of government or governmental agencies (“Force Majeure). In case of Force Majeure, the organizer reserves the right to modify dates, time schedules, floor plans and programs. In case of forced cancellation of the event, money paid by Sponsors will be reimbursed, subsequent to proportional deduction of expenses incurred.
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.
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.
License
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.
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. In addition, ISAD Society and LOC will not be liable in damages or otherwise for failure to carry out the terms of the Agreement in whole or in part where caused directly or indirectly by or in such consequence of fire, storm, flood, war, rebellion, insurrection, riot, civil commotion, strike, disease or by any causes beyond the control of ISAD Society and LOC.
Additional Exhibit Booth Regulations
Allotment of Exhibit Space
Space allotments will be made by the organizer in keeping, if possible, with preferences and priorities of the Sponsor concerning location. The organizer, however, reserves the right to make reasonable shifts of exhibit locations. Sponsors shall not assign, sublet, or share the whole or any part of the allocated space.
Booth Displays and Activities
As a courtesy, all booth displays and activities shall be respectful of neighboring booths so as not to interfere with their operations. Sponsors wanting to host a unique activity involving outside equipment are to contact the organizer to confirm there is logistical capacity and fire and safety clearance.
Selling from Exhibit Booth
Direct selling of products is generally prohibited in the Exhibit Hall. Product order forms may be distributed. No cash, cheques, credit card information, or other payment methods may be ordinarily accepted by Exhibitors.
Default in Occupancy
It is understood and agreed to by the Sponsor that in the event it fails to install its display in its exhibit space within the time limit set for opening exhibits, or fails to pay the sponsorship fees at the times specified, or fails to comply with any other provisions concerning use of exhibit space, The organizer shall have the right to take possession of said space for such purposes as it sees fit and the Sponsor will be held liable for the full sponsorship price of said space.
Limitation of Liability
All property of Sponsor is understood to remain under Sponsor’s custody and control, in transit to or from or within the confines of the exhibit area, subject to the rules and regulations of the meeting. Sponsor agrees to make no claim for any reason whatsoever against the organizer or service contractor for loss, theft, damage or destruction of goods; nor for any damage of any nature, including damage to their business by reason of failure to provide space for their exhibit; nor for any action of any nature of the organizer; nor failure to hold the meeting as scheduled.
Insurance
Exhibitors shall maintain in full force and effect, at their own expense, adequate general liability insurance for their exhibit space for a minimum of $5,000,000 for any one occurrence. Such insurance shall include at least the following: bodily injury, property damage, personal injury, non-owned automobile liability, cross liability, contractual liability, products and completed operations liability, and a severability of interest clause.
Installation, Exhibiting, Dismantling
Hours and dates for installation, exhibiting and dismantling shall be those specified by the organizer. Sponsor is responsible for keeping their exhibit space clean and removing all garbage and debris from their exhibit space upon moving out. Sponsor shall be liable for all storage and material handling charges resulting from failure to remove exhibit material from the exhibit area at the time specified by the organizer.
Arrangements of Exhibits
Sponsor may only exhibit those products/services under the therapeutic area of dermatology or of interest to dermatologists or dermatology researchers. Products/services displayed by Sponsor under any other therapeutic area are subject to approval. The organizer shall have full discretion and authority in the placing, arrangement and appearance of all items displayed by Sponsor and may require the replacing, rearrangement of redecorating of any item or exhibit without liability for costs that may accrue to the Sponsor as a result of the action. Special pricing may apply. Exposed parts of displays and/or equipment must be finished or covered in such a manner as not to be unsightly to Sponsors in adjoining booths.
Care of Premises
No signs or other articles are to be fastened to the walls, drapes, ceilings, etc. by any method whatsoever. Sponsor is liable for any damage caused to the venue property and any furnishings, equipment, etc. supplied. Sponsor is also liable for any damage caused to another’s Sponsor’s property. Application of adhesive products such as tape, labels, and stickers to, or the use of nails, tacks or similar items on, building columns, floors, walls or the property of others is strictly prohibited.
Safety
The Sponsor assumes all responsibility for compliance with all pertinent ordinances, regulations and codes of duly authorized local, provincial and federal governing bodies concerning fire, safety and health and environmental requirements, together with the rules and regulations of the operators and/or owners of the property wherein the meeting is held. Adequate general lighting will be furnished in the exhibit area.
Food and Beverage
The organizer will provide food and beverage service in the exhibit area during scheduled breaks and lunch. Sponsored specialty beverage stations may be permitted and can be arranged through the meeting secretariat. All catering is exclusive to the meeting’s official venue.
* applies to the 14th Georg RAJKA – ISAD, Doha 2024