TechNet International 2011 AFCEA Symposium & Exposition
in conjunction with the 19-21 October 2011
NATO C3Agency Industry Conference, 19 Oct. Heidelberg Convention Center, Germany
APPLICATION FOR EXHIBIT TABLE SPACE DISPLAY
______
Please complete this form, provide credit card details (e)-mail/fax to: AFCEA Europe, 105 rue Colonel Bourg, 1030 Brussels – Belgium, Fax: +32-2-705 28 94, E-mail:
Company/Organization: ______
Contact Name: ______Job Title: ______
Address: ______
Postal/Zip Code: ______City/State: ______Country: ______
Tel: ______Fax: ______E-Mail: ______
Billing Address (if different from the above address) Contact Name: ______
Contact Email: ______Company/Organization:______
Address: ______
Postal/Zip Code: ______City/State: ______Country: ______
My company has a VAT (Value Added Tax) number NOYES, the number is below:
(country of VAT registration and of billing address must be the same):
IMPORTANTVAT INFORMATION- Belgian companies 21%Belgian VAT to be added to sponsorship fee
Directive 2006/112. Client liable for VAT in country of registration – Article 196 of EU Directive
2006/112.
- Non-EU companies No VAT for services located outside Belgium – Article 44 of EU Directive 2006/112.
TABLE SPACE RENTAL FEE:
Fee includes: 6 sqm space, table with cloth, electricity, cleaning service, lunches and coffee breaks. Those requiring electricity should bring their own extension lead – only one socket per table canbe provided.
Sharing space with another company is allowed only if an additional 45% of the total cost is paid.
3.200 EUR (AFCEA Corporate Member)
3.650 EUR (Non AFCEA Corporate Member)
Table space will be allocated on a first-come, first-served basis. For a creative pop-up display system, banner stand, etc., please contact AFCEA’s official contractor CONNEXION at <>.
If your company would like to join AFCEA to benefit from the corporate member rate at this event, please contact AFCEA International
efore returning your Exhibit Space Application form. You may join on line at <
Terms of payment
Credit card: debit my credit card for a totalamount EUR…………………...
Amex Visa Mastercard Eurocard number is:
Cardholder name: ______Expiration date: ______Signature: ______
______
I confirm that I am duly authorised to sign this form on behalf of my Company and understand that it will become a Contract upon acceptance by AFCEA Europe. I acknowledge that I have read and understand the Purpose and Rules of Participation on the reverse of this Form and agree to abide by them.
Name: ______Job Title: ______Date: ______
Signature: ______See Purpose and Rules on pages 2-3
PURPOSE AND RULES
(1) PURPOSE: The TechNet exposition purpose is to maintain and improve the technical co-operation and understanding between Government/the Armed Forces and Industry in the design, production, maintenance and operation of communication, electronics, computer science, command and control, and imagery equipment. Exhibitors are limited to firms, organisations and agencies whose exhibits are in harmony with the purpose of the TechNet Exposition. ACTIVE SELLING OR ORDER TAKING IS NOT PERMITTED DURING THE EXPOSITION HOURS.
(2) CANCELLATION: Cancellation by the Exhibitor will be accepted only at the discretion of AFCEA and deduction for expenses due to cancellation will be made against refunds. A penalty for cancellation shall be assessed to cover assignment work costs as follows: 25% of booth price will be charged for cancellations before3 June 2011. 50% will be charged for cancellations between 3 June 2011 and 29 July 2011. After 29 July 2011 no refund will be possible. No space assignment is binding to AFCEA unless full payment has been made, and this contract signed.
(3) SPACE: Space assigned to an exhibitor may be transferred by AFCEA Management to balance the exposition against congestion; to avoid confusion in firm names; to solve competitive conditions, or similar reasons, and if payment schedule is not maintained. No such transfer will be made without notice to an exhibitor in writing; and a moved exhibitor may withdraw from the exposition with space payment refund if move is not acceptable, if such cancellation is made in writing to AFCEA Management within 7 days of the date of notice of transfer. An exhibitor may not share or sublet space to another party. One exhibitor may not exhibit the named “end product” of another exhibitor without permission of that exhibitor in writing, and AFCEA Management has the right to examine this permission.
(4) USE OF SPACE: Displays and demonstrations are limited to the confines of an exhibitor’s own space, as is the distribution of literature or other items.
(5) SHARING SPACE: Sharing space with another company is allowed only if an additional 45% of the total cost is paid.
(6) REGISTRATION: The TechNet Exposition is an integral part of the TechNet Symposium. Visitors to the Exposition, and exhibits personnel must register according to the rules of the TechNet event.
(7) EXHIBIT HOURS: In their own best interest and for security, exhibitors are required to keep an attendant in their exhibits during all opening hours. They may not dismantle before the show closes, nor remove any part of their exhibit or equipment once it has been set up.
(8) PRIZES, GIVE-AWAYS, LITERATURE, SPECIAL PROMOTIONS: AFCEA reserves the right to limit or prohibit prize drawings or contests, distribution of novelties including literature bags or envelopes and any “extreme” promotional activities.
(9) PHOTOGRAPHING EXHIBITS is limited to closed hours or candid shots only. Exhibitors and photographers may not disrupt visitor traffic by clearing an exhibit space or aisle for photography during regular exposition hours.
(10) DRESS OF ATTENDANTS: Uniforms, shop jackets and coveralls may be worn for demonstrations. Costumes not regularly associated with the business and professional character of the exposition must have the approval of AFCEA Management.
(11) STAND CONSTRUCTION:CONNEXION have been appointed by AFCEA as the official operational management company for the exposition. The stand options will be built by this official contractor. The exhibitor may use a contractor of his choice only for the construction of his stand in line with the Technical and Safety Regulations. Plans have to be submitted to CONNEXION prior to 30June 2011.
(12) EXHIBITOR MANUAL AND GENERAL: the “Exhibitor Manual” containing general conditions for participation, contractors services order forms, and the detailed contact for the appointed freight forwarder and customs clearance, etc. will be sent to each exhibitor in due course. AFCEA does undertake to exercise due care to help and generally protect exhibitors, keep them informed, attract AFCEA members and a good audience to the exhibits.
(13) FIRE LAWS: Local fire laws must be strictly observed. Rugs, light wood and cloth decorations must be flameproof. Wiring must comply with fire department and underwriters rules. Smoking in exhibits may be forbidden. Crowding will be restricted. Aisles and fire exits cannot be blocked by exhibits. No decorations of paper, pine boughs, leafy decorations or tree branches are allowed. Acetate and most rayon drapes are not fireproof. Hydrogen gas is not permitted.
(14) INSURANCE: AFCEA does not insure exhibitors, nor their equipment under any circumstances. Exhibitors are urged to place “Extra-territorial” and other coverage on their equipment and exhibits. AFCEA carries public liability and property damage insurance, but this insurance does not protect the individual exhibitor and firm.
(15) LOSSES: AFCEA and the exhibition management company will co-operate fully, but cannot take responsibility for damage to exhibitor’s property, or lost shipments either coming in or going out, nor for moving costs. Damage to inadequately packed property is exhibitor’s own responsibility. If exhibit fails to arrive, exhibitor is, nevertheless, responsible for space rent. Exhibitors should insure against these risks.
(16) ELECTRICAL SAFETY: All wiring on stands spaces or display fixtures must meet underwriters rules and standard fire department inspection. This applies to booth construction only and not to prewired radio and electronic equipment.
(17) SOUND: Use of headsets is recommended. If open speakers are used amplifications must not exceed 6db above existing noise level as measured in neighbouring exhibits space. Violation will result in immediate prohibition of any use of sound equipment.
(18) VISUALS: TV monitors small-sized motion pictures or slide film screens may be used if not positioned to result in crowding aisles. Flashing or glaring light exhibits are not permitted because they are harmful to the eyes of attendants of neighbouring exhibits space. Some animated displays are allowed.
Continued on page 3
(19) EMERGENCIES, STRIKES, EMBARGOES, LABOUR COST: AFCEA and its exhibition management company will not be responsible for delays, damage, loss, increased costs or other unfavourable conditions caused by circumstances beyond its control. In the event that the premises in which the TechNet event is conducted shall become, at the sole discretion of AFCEA, unfit for occupancy, or substantially interfered with by reason of any cause or causes not reasonably within the control of AFCEA, this agreement may be terminated by AFCEA. Should AFCEA terminate this agreement pursuant to the provisions of this paragraph, the Exhibitor waives any and all claims for damages and agrees that AFCEA may, after computing the total amount refundable to all exhibitors (the amount by which the total amount of fees paid by all exhibitors exceeds the total payment of AFCEA’s costs and expenses in connection with its preparation for and conducting of the TechNet exposition, including a reasonable reserve for claims and other contingencies), refund to the Exhibitor, as and for complete settlement and discharge of all said Exhibitor’s claims and demands, an amount which bears the same relationship to the fee paid by said Exhibitor as the total refundable amount as computed above bears to the total amount of fees paid by all exhibitors. Our costs are based on prevailing union wages and working conditions and are subject to change with these factors. It is understood that any changes in wages or conditions which affect the work at the exposition, and which would increase the cost of this work, shall become an additional charge to the exhibitors, not to exceed 10% of space cost, to be paid by them upon receipt of bill.
(20) CHANGES: AFCEA and the appointed exhibition management company reserves the right to make any reasonable changes in the rules necessary to insure the health and safety of those in attendance, the significance of the exposition, and harmony of operation. Exhibitors will be advised of any such changes by personal letter.