CIC Exhibit Terms and Conditions
Les termes et conditions de l'exposition sont uniquement disponibles en anglais.
“Show Management”, as used herein, refers to the Canadian Public Health Association (CPHA), its employees and agents. The enforcement and interpretation of the following rules and regulations are the sole responsibility of Show Management.
“Conference”, as used herein, refers to 2021 Canadian Immunization Conference, scheduled virtually for 8-9 December 2021.
“Exhibitor”, as used herein, refers to exhibiting organization at the Conference.
AGREEMENT
Show Management reserves the right to decline or prohibit any exhibit or portions thereof, and to permit only such matters or conduct as shall be approved by Show Management.
Virtual Exhibit Booth
All Exhibitor applications are subject to the approval of Show Management. The application for a virtual exhibit booth, shall constitute a valid contract between the parties once full payment is received. If payment is not received within the prescribed time limit, the contract may be considered null and void and Show Management can reassign the virtual booth to another applicant.
Upon registration and approval, Show Management will provide the exhibitors with login details to the virtual exhibition platform to review company profile, logos, brochures or documents, social media and video links.
Exclusive use of the virtual booth and restrictions
The virtual booth is to be used solely by the Exhibitor organization whose name appears on the Contact Form. Only products and/or services of the Exhibitor may be exhibited.
The Exhibitor shall not assign nor sublet any part of its virtual booth without the written consent of Show Management. Any promotion of other products or services is strictly prohibited and will result in ejection from the exhibition without refund or other appeal. Promotion of advertising materials by organizations which are not Exhibitors is prohibited
Contests, lotteries, raffles and games of chance are strictly prohibited, as such activities reflect unfavourably on the character of the Conference.
Cancellation
Show Management can terminate this agreement upon the breach of any of the conditions by the Exhibitor. Payments may be refunded to the Exhibitor at the discretion of Show Management and the booth can be reassigned to another applicant.
Requests for cancellations received by e-mail on or before 17:00 EDT on Friday 12 November will be granted a full refund, less an administrative fee of $25. No cancellations will be granted after Friday 12 November 2021.
Force Majeure
In case the virtual exhibit booth contracted for shall not be available for the uses herein specified due to war, acts of international or domestic terrorism, government action or order, acts of God, fire, strikes, labour disputes, or any other cause beyond the control of Show Management, this Agreement shall immediately terminate and, in such event, the Exhibitor shall and does hereby waive any claims to damages or any other recovery therefore except the return of the amounts paid as rental for the virtual exhibit booth, less the prorated share allocable to the exhibit of the actual expenses incurred by Show Management in connection with the Exhibition.
Should Show Management, in its sole discretion, consider it inadvisable to hold the exhibition at the time and date herein provided, Show Management may, at its option, terminate this Agreement and return the sums paid by the Exhibitor for the exhibit space, and there shall be no further liability on the part of either party to the other. Upon written notice to the Exhibitor, Show Management shall also have the right to change the date and time when the Exhibition is to be held.
SUBMISSION OF RESOURCES
The Exhibitor shall upload their resources no later than Thursday 25 November. Exhibitors will review their virtual exhibit booth and make any required edits by Thursday 2 December. The Exhibitor is permitted to make adjustments to their resources throughout the event, however it is recommended that all changes be finalized before the launch of the virtual platform on Friday 3 December . The appearance of advertising in the Conference program or advertising supplement does not constitute a guarantee or endorsement of the quality or value of such product or of claims made for it by its manufacturer.
Copy and Contract Regulations
Advertisers and advertising agencies assume liability for all content of advertising printed and also assume responsibility for any claims arising therefrom made against the publisher. Advertiser and advertising agencies agree that the publisher shall be under no liability for failure for any cause to insert any advertisement.
Advertising
Choice of location of advertisement in the Conference program or advertising supplement will be determined by Show Management according to the level of sponsorship and the date of confirmation of the sponsorship commitment.
All advertising material is subject to approval by the Canadian Public Health Association. Messages must be aimed at health professionals and not the general public..
EXHIBIT STAFF REQUIREMENTS
Virtual Exhibit Staff
This agreement entitles the Exhibiting organization to provide two (2) persons per virtual booth to staff the virtual exhibit booth. Login credentials to the virtual platform will be supplied by Show Management to registered exhibit personnel.
Exhibit Staff and Sponsor Delegates
Show Management seeks accreditation for the Conference and CPHA supports the Royal College of Physicians and Surgeons of Canada accreditation standards for interactions with industry. To ensure the Conference is free from commercial influence, sponsors and exhibit staff are prohibited from contacting participants directly outside of the dedicated networking session on Wednesday 8 December from 13:40- 14:30 and Thursday 9 December from 13:45- 14:15.
If a sponsor staff member is a paid participant and maintains autonomy and independence from the organization (i.e., makes no representation on any products produced by the sponsor), they are permitted to contact other participants.