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    A big thank you goes to all attendees, authors, speakers, exhibitors and sponsors for their contribution to the success of MNE 2013!

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TERMS AND CONDITIONS

1. GENERAL
1.1. DEFINITIONS
— In the following MNE2013 regulations and conditions the term 'EXHIBITOR' describes any company or institution that has made a successful application for space allocation in the technical exhibition, or any agent or representative acting on behalf of the exhibitor. The term 'SPONSOR' describes any company or institution that has made a successful application for the MNE 2013 Sponsor package, additional sponsorship items or advertising space. The term 'ORGANISER' relates to “Committee MNE 2013”, the organizing committee of the conference. The term 'PARTICIPANT' describes any person with a conference ticket (as well as discounted, dinner or spouse ticket holders) that has made a successful registration.

1.2. ORGANISERS RIGHT TO AMEND — In its sole discretion the organiser may amend or modify these regulations by posting notice of the amendment(s) or modification(s) on the conference website before the latter shall become effective.

1.3. ANY ASPECT THAT IS NOT COVERED BY THESE REGULATIONS IS SUBJECT TO APPROVAL BY THE ORGANISER.

1.4. EACH COMPANY IS RESPONSIBLE FOR COMMUNICATING THESE REGULATIONS TO ITS STAFF AND IT’S APPOINTED AGENCIES

2. SPONSORSHIP PACKAGES
2.1. APPLICATION FOR SPONSORSHIP PACKAGE
— Confirmation of request for reservation of a sponsorship package is only valid when made in writing by the sponsor to the organiser, by returning a completed Sponsorship Package Application Form with a ticked box to accept the Terms and Conditions. Once the application for the sponsorship package has been receipt and accepted by the organiser, it becomes legally binding for the sponsor. Applications for a sponsorship package should be made by 30th June 2013.

2.2. CONFIRMATION OF SPONSORSHIP PACKAGE — Sponsorship package assignments will be made in the order in which application forms are received (first-come, first-served). The organiser reserves the right to refuse any application that does not comply with the conditions appearing in these regulations. Upon receipt of the application form and acceptance of the company or institution as sponsor, the sponsorship package will be confirmed by the organiser in writing.

2.3. TERMS OF PAYMENT — upon reservation an invoice for the total due amount shall be sent. Payment is due by 30 days from invoice date.

2.4. CANCELLATION SPONSORSHIP PACKAGES — No cancellation shall be acknowledged unless received in writing. The date upon which the notice of cancellation is received shall apply as the official date of cancellation. The sponsor/company/institution cancelling his application for a sponsorship package after the official application has been accepted by the Organising Office will be liable to pay the following fees. If the package cannot be reallocated to another company/institution:
- 50% of the total rate, if the cancellation is received in writing before 1st of July 2013;
- 100% of the total rate, if the cancellation is received in writing after 1st of July 2013;
Any refunds will be made after the conference but not later than 31st December 2013. The sponsor will not be entitled to any interest that the organiser may have derived from payments made by the sponsor. All bank charges, including senders and receiver's charges, resulting from a refund related to cancellation of sponsorship package will be at the charge of the sponsor.

3. EXHIBITION
3.1. APPLICATION FOR EXHIBITION SPACE
— Confirmation of request for reservation of exhibition space is only valid when made in writing by the exhibitor to the organiser by returning a completed Exhibition Package Application Form with a ticked box to accept the Terms and Conditions. Once the application for exhibition space has been receipt and accepted by the organiser, it becomes legally binding for the exhibitor.

3.2. CONFIRMATION OF SPACE ALLOCATION — Space assignments will be made in the order in which application forms are received (first-come, first-served). The organiser reserves the right to refuse any application that does not comply with the conditions appearing in these regulations. Upon receipt of the signed application form and acceptance of the company or institution as exhibitor, exhibition space will be confirmed by the organiser in writing.

3.3. RENTAL RATES — Rental rates apply to exhibition floor space and do include the rental of a shell scheme.

3.4. TERMS OF PAYMENT — Upon reservation an invoice representing the total amount will be sent by the organiser. Payment is due by 30 days from invoice date. If rental charges are not paid by the prescribed time, exhibition space will be released and any loss incurred by the organiser by such non-payment shall be made good by the defaulting exhibitor.

3.5. CANCELLATION OR REDUCTION OF EXHIBITION SPACE — No cancellation or reduction (if double floor space or more than one booth have been booked) shall be acknowledged unless received in writing. The date upon which the notice of cancellation is received shall apply as the official date of cancellation. Should the Exhibitor cancel from the exhibition (after exhibit space has been confirmed and accepted by the organiser) he will be liable to pay the following fees. If the space cannot be reallocated to another company:
- 50% of the total rental rate, if the cancellation or reduction request is received in writing before 1st of July 2013;
- 100% of the total rental rate, if the cancellation or reduction request is received in writing after 1st of July 2013.
If the space can be reallocated to another company, the exhibitor will receive a full refund of deposits paid, less administrative fees of 10% of the total rental rate, with a minimum of £100.  Any refunds of deposits paid will be made after the conference but not later than 31st of December 2013. The exhibitor will not be entitled to any interest that the organiser may have derived from deposits made by the exhibitor. All bank charges, including sender's and receiver's charges, resulting from a refund related to cancellation or reduction of exhibition space will be at the charge of the exhibitor.

3.6. POSTPONEMENT OR ABANDONMENT — The organiser reserves the right to postpone the conference including the technical exhibition, or to transfer it to another site, if unforeseen circumstances warrant such action. Should any contingency prevent the holding of the exhibition, the organiser will not be held liable for expenses incurred other than the
cost of rental of exhibition space.

3.7. BANKRUPTCY OR LIQUIDATION — In case the exhibitor becomes bankrupt or enters into liquidation other than for the purpose of reconstruction or merger, or has a receiver appointed, the organiser shall be at liberty to terminate immediately the contract with the exhibitor, to cancel the allocation of exhibition space to the exhibitor and to forfeit all sums paid by the exhibitor.

3.8. SECURITY AND INSURANCE — Neither the organiser nor its contractors shall be responsible for the safety of any exhibit or other property of the exhibitor or of any person. Neither the organiser nor its contractors shall be responsible for the loss, damage or destruction by any cause of the exhibits or other property, or for loss, damage or injury sustained by any exhibits or any other persons. The exhibitor shall indemnify the organiser or its contractors to third persons, as a result of any act or omission of the exhibitor, his staff, agent or personnel hired on a temporary basis to staff the exhibition booth. As the organiser and its contractors will accept no responsibility for any of the foregoing matters, the exhibitor should effect his own insurance against any risk of loss, damage, injury or liability. The exhibitor agrees not to pursue the organiser for any previously listed risks.

3.9. ADVERTISING — All printed matter or advertisements of any kind, including information on display or intended for distribution in the exhibition area or on the premises of the conference centre is strictly limited to the exhibitor's booth or the space hired by the exhibitor. Failure to observe this procedure, in particular regarding distribution of promotional documents in the vicinity of entrances or exists or without the written permission of the organiser, shall render the exhibitor liable to an advertising fee of up to 25% of the total exhibition space cost.

3.10. DISPOSAL OF WASTE — It is the responsibility of the exhibitor to ensure that all debris and waste material including boxes for packaging arising from his booth construction and booth dismantling are completely removed from the exhibition area prior to the opening of the exhibition. The exhibition surface has to be left clean and in good condition at any time. Waste has to be removed by the exhibitor. Failure to comply with this procedure shall render the exhibitor liable for the cost of clearance by the organiser or its contractor.

3.11. SPECIAL HAZARDS — Any exhibit which may be regarded as constituting a special risk or hazard must be notified to the organiser as soon as possible and not later than 1st of July 2013. The exhibitor must at his own expense comply with any conditions or safety precautions the organiser, venue licensor or local authorities may impose.

3.12.HEALTH AND SAFETY AT WORK — It is the responsibility of the exhibitor to ensure that his employees, exhibition staff and temporary staff comply with the latest legislation regarding health and safety at work. The organiser bears no responsibility for noncompliance to this rule by the exhibitor.

3.13. DISMANTLING — The exhibitor must vacate his exhibition space within the time specified by the organiser for exhibition dismantling. The exhibitor failing to do so will be liable for additional rental costs of up to 25% of the total exhibition space cost.

3.14. NATIONAL AND INTERNATIONAL REGULATIONS — The exhibitor must comply to all national and international rules and regulations related to advertising and promotion of all products and services as part of the booth. The organiser bears no responsibility for noncompliance of this rule by the exhibitor.

3.15. PHOTOGRAPHS — Photographing, sketching or otherwise reproducing articles exhibited, without the authorisation of the exhibitor, is prohibited. However, organisers cannot accept any liability in this matter. It is up to individual exhibitors to enforce the ban on their own booths. Nevertheless, exhibitors cannot object to general views of the exhibition being photographed with the permission of the organisers, nor to the sale or publication of such views.

4. ITEMISED SPONSORSHIP
4.1. SPONSORSHIP ITEMS
— Confirmation of request for reservation of sponsorship items is only valid when made in writing by the company to the organiser, by returning a completed Sponsorship Package Application Form with a ticked box to accept the Terms and Conditions. Once the application Sponsorship booking for sponsorship items has been accepted by the organiser, it becomes legally binding for the company. The total sponsorship rate is payable by the company upon booking and shall be paid by 30 days of the date of the invoice.

4.2. CANCELLATION OF SPONSORSHIP ITEMS — after their official booking has been accepted by the organiser. If the sponsorship item can be resold to another company, the company will receive a full refund, less administrative fees of 10% of the total sponsorship rate. If not resold, the company will be liable to pay the following fees:
- 50% of the total sponsorship rate, if the cancellation request is received in writing before 1st of July 2013;
- 100% of the total sponsorship rate, if the cancellation request is received in writing after 1st of July  2013. Any refunds of deposits paid will be made after the conference but not later than December 31st 2013. The company will not be entitled to any interest that the organiser may have derived from payments made by the company. All bank charges, including senders and receivers’ charges, resulting from a refund related to cancellation of sponsorship items will be at the charge of the company.

5. ADVERTISING SPACE
5.1. ADVERTISING SPACE
— Confirmation of request for reservation of advertising space is only valid when made in writing by the company to the organiser, by returning a completed Sponsorship booking form and by clicking on the box “I have read and understood the terms and conditions of MNE2013, the information and conditions for exhibitors and house rules of the bcc (available on www.mne2013.org/exhibitors-and-sponsors/service-catalogue-for-exhibitors) and agree, on behalf of myself/my company to be bound by these terms and conditions”. Once the booking form for advertising space has been accepted by the organiser, it becomes legally binding for the company. The total sponsorship rate is payable by the company upon booking and shall be paid by 30 days from invoice date.

5.2. CANCELLATION OF ADVERTISING SPACE — after their official booking has been accepted by the conference secretariat. If the advertising space can be resold to another company, the company will receive a full refund, less administrative fees of - 20% of the total sponsorship rate. If not resold, the company will be liable to pay the following fees:
- 50% of the total advertising rate, if the cancellation request is received in writing before 1st of July 2013;
- 100% of the total advertising rate, if the cancellation request is received in writing after 1st of July 2013.
Any refunds of deposits paid will be made after the conference but not later than December 31st 2013. The company will not be entitled to any interest that the organiser may have derived from payments made by the company. All bank charges, including senders and receivers’ charges, resulting from a refund related to cancellation of sponsorship items will be at the charge of the company.

6. PARTICIPANTS
Cancellations of confirmed registrations are subject to a charge of 20% per participant provided the cancellation is received before 5th August 2013. After this date no refunds will be made. Replacements of confirmed registrations or other changes are subject to a charge of £10 per participant (handling fee).
On-line registration will be considered confirmed only after the receipt of payment.
Payments
Payments can only be made in Sterling Pounds. 
On-line registrations can be paid either by credit card or bank transfer.

7. APPLICABLE LAW
The present Agreement shall be governed by and construed in accordance with the UK Law.

8. JURISDICTION
The parties to the present contract are in agreement that London shall be the legal place of jurisdiction for all claims asserted by either of them under the present Agreement. The present agreement shall be governed by UK law. Any litigation under this agreement shall be resolved in the trial courts of London, UK.

9. SEVERABILITY CLAUSE
The contracts concluded on the basis of these General Terms and Conditions shall continue to be effective even if an individual provision thereof becomes void. In such case the void provision shall be replaced by a provision coming as close as possible to the sense and spirit of such contract. Close as possible to the sense and spirit of such contract.

10. FORCE MAJEURE
MNE 2013 Committee shall not be liable for failure to perform its obligations under the agreement as a result of strikes, riots, terrorist acts, acts of God, or any other cause beyond its control.
MNE 20113Committee shall have the right to suspend performance of his contractual obligations when such performance becomes impossible because of unforeseeable events beyond his control, such as strikes, boycotts, lock-outs, fires, war, civil war, riots, revolutions, requisitions, embargo, energy black-outs, and delay in delivery of components or raw materials.

11. DATA PROTECTION
The exhibitor/sponsor/participant expressly declares his agreement that, in order to fulfil this contract, MNE is authorised to store and pass on the necessary personal data of the exhibitor/sponsor/participant for automatic and internal MNE data processing purposes only.

12. VALUE-ADDED TAX
Depending on the services booked fees are excluded or included value added tax (VAT) accordingly to the UK tax law.
Sponsors and/or exhibitors and/or participants signifies that Sponsor and/or exhibitor and/or participant has read, understands, and agrees to be bound by all the terms and conditions of this form - including the conditions for exhibitors and house rules of the bcc
(available at: www.mne2013.org/exhibitors-and-sponsors/service-catalogue-for-exhibitors/  which constitute part of this agreement).

Sponsor and/or exhibitor and/or participant has raised and obtained satisfactory answers to any questions about the clarity, legibility, or readability of this form.

London, 23rd January 2013

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Contact

Centre for Continuing Professional Development
Imperial College London
Exhibition Road
South Kensington Campus
London SW7 2AZ

PHONE: +44 (20) 7594 6886
FAX: +44 (20) 7594 6883
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Important Deadlines

  • Early registration rates extended until: 20 August 2013
  • Notification to Authors: 12 July 2013
  • Extended Abstract Deadline: 7 June 2013
  • Abstract Deadline: 31 May 2013