Terms & conditions

Conference registration

1. Applications for registration must be in writing. Telephone registration will not be accepted.
2. All prices quoted in this form are in Euro currency (€). Payment must be made in Euros. Any bank transfer fees and charges are responsibility of delegate.
3. Registration and accommodation reservations are not confirmed until payment has been received.
4. Credit card payments will appear on your credit card statement with “Ozaccom” as the merchant.
5. Photocopies of bank drafts cannot be accepted as payment.
6. International Water Association (IWA) membership is not transferable.
7. If you are unable to attend you may nominate another person as a substitute. You must do this in writing.
8. There is no refund for non attendance except as outlined in the cancellation policy.
9. All tours will only operate if the minimum number of participants is reached. Congress Organisers reserve the right to cancel if this minimum number is not reached in which case a refund will be made.
10. Children must be accompanied by a parent or guardian at all times. The parent or guardian assumes all risks and responsibility for the safety of their children. Parents please note the social functions have not been planned with children in mind.
11. The IWA World Water Congress 2008 is a collaborative undertaking between the International Water Association (IWA) and the International Association of Water Supply Companies in the Danube River Catchment Area (IAWD). IWA and IAWD are collectively the Congress Organisers.
12. The Congress Organisers have made every effort to ensure the accuracy of details in this form at the time of printing but reserve the right to alter or delete items from the program or the Services as circumstances require.
13. Congress organisers are not liable for any claims, damage or expense arising out of cancellation, disruption, changes or limitations to the program or the Services as a result of any circumstances out side their control including weather, terrorist event, travel restrictions or biological or health hazard or event.
14. Delegates are advised to arrange their own travel insurance to cover medical expenses, cancellation and all other risks. The Congress Organisers, their officers and employees are not liable for and delegate releases them from any liability for claims, damages or expense whether in respect of personal injury, death, loss or damage to delegate or accompanying person(s)
15. Instructions and other provisions in the registration form, including the cancellation policy, are part of these registration conditions.

Cancellation policy

• All cancellations must be made in writing. Cancellations by telephone will not be accepted.
• Delegate registration cancellations received after 1 July 2008 will be subject to an administration charge of €100. No refunds will be made after 31 August 2008.
• Refunds will be made within 30 days of the close of the Congress.

Exhibition

Application form for exhibition space

The application form for space at the Exhibition (“Exhibition Space”), properly executed by the applicant (“Exhibitor”) shall, upon written acceptance by Match+ (“Organiser”) constitute a valid and binding contract. The Organiser reserves the right to render all interpretations and to establish further regulations as may be deemed necessary for the general success of the Exhibition. It is further agreed that the conditions, rules and regulations as herein stated and as outlined in the exhibitors’ manual supplied to each Exhibitor for this particular Exhibition (“Exhibitors’ Manual”) are made a part hereof as though fully incorporated herein, and that the said Exhibitor agrees to be bound by each and every one thereof. Dutch law applies to all agreements and agreements that result form them. All disputes will be brought before the competent court in The Netherlands.

Applications for Exhibition Space will be considered and allocated on a first come first serve basis. The available space is limited.

The IWA World Water Exhibition will be an international event.

Use of space

The Organiser reserves the right on written notice to the Exhibitor taking immediate effect to decline, prohibit or expel an exhibit which is out of keeping with the character of the Exhibition, this reservation being for reasons including but not limited to the persons, things, printed matter, product, conduct, sound level, etc. Distribution of advertising material and Exhibitor solicitations of any sort shall be restricted to the Exhibitor’s booth. The Exhibitor's exhibit or product may not extend beyond the limits of the Exhibitor’s booth and part of any exhibit or product may not extend into any aisle. No Exhibitor shall so arrange his exhibit so as to obscure or prejudice adjacent Exhibitors in the opinion of Organiser. No Exhibitor shall assign or sublet any part of his assigned Exhibition Space without the consent of Organiser in writing. Any Exhibition Space not occupied by the time set for completion of installation of displays will be reassigned at the discretion of the Organiser’s management. Deposits will be forfeited unless special arrangements have been approved by the Organiser’s management. The Exhibitor will keep his exhibit open and staffed at all times during the show hours.

The number of stand personnel per Exhibitor is limited per stand, varying with the size of the stand.

Booths – space arrangements

Standard booth package (shell scheme stands), when ordered by the Exhibitor, refers to the items as mentioned on the Application Form. The inclusions can vary from one exhibition to another - but the Organiser will inform the Exhibitor about this prior to completion of the contract. If an Exhibitor plans to install a completely constructed display of such character that the Exhibitor will not require or desire the use of the standard booth equipment, no part thereof shall so project as to obstruct the view of the adjacent booths.

Neither display nor contents may exceed the height of the standard shell scheme (also for tailor made stands), except with the specific permission of the Organiser. Raw wood, cardboard or similar material for wings to booths must be covered or painted if they are visible from the adjacent booth.

Shell scheme stands will only be delivered and constructed by the relevant Official Exhibition Contractor (as defined below). Stand construction other than the shell scheme can only be effected after a written request from the Exhibitor and written confirmation from the Organiser and is only applicable for stands larger than 18 square metres. Due to the restrictions of the Austria Center Vienna (ACV) (“the Exhibition Venue”), stand construction as well as the exhibited products and services have to comply with specific rules e.g. height of stands, weight materials displayed, size of displayed materials etc.

Larger stands are only available in specific dimensions.

Exhibitors accept that, due to the construction of the Exhibition Venue, the situation might occur that the maximum height of the stands is limited.

The design of all Exhibition Spaces and associated exhibits and their weight or character is subject to the prior approval of the Organiser.

Construction, erection and dismantling shall be carried out under the supervision of and subject to conditions laid down by the Organiser.

Any Exhibition Space considered not to be in the best interests of the Exhibition may be removed or altered by the Organiser at the expense of the Exhibitor. The Organiser reserves the right on written notice but with effect as soon as can reasonably practicably be arranged by the Exhibitor to request exhibit amendments if circumstances demand.

The Organiser will not be liable for the fulfilment of this contract as to the delivery of Exhibition Space if non-delivery is due to any of the following causes: by reason of the facility being damaged or destroyed by fire, act of God, public enemy, terrorist act, war or insurrections, strikes, the authority of the law, postponement or cancellation of the Exhibition, or for any cause beyond their control. It will, however, in the event of it not being able to hold the Exhibition for any of the above named reasons reimburse the Exhibitor on a pro-rata basis for any amount paid in, less any and all legitimate expenses incurred, such as but not limited to rent, advertising salaries, operating costs, etc, provided that the Organiser has itself been able to obtain a refund of any such amounts paid to any third parties and provided that the Exhibitor has not been compensated through its own insurance for such losses.

Insurance

Exhibitors must carry worker’s compensation, comprehensive, general liability including products and completed operations, independent contractors, personal injury, and blanket contractual liability. It is strongly recommended that Exhibitors carry insurance to cover loss of or damage to their exhibits or other personal property while such property is located at or is in transit to or is in transit to or from the Exhibition Venue. While the Exhibition Venue provides security guards, this is solely as an accommodation to Exhibitors, and the Organiser assumes no responsibility for any loss, damage or injury to any property of the Exhibitor or to any of its officers, agents, employees or contractors, whether attributable to accident, fire, theft or any other cause whatsoever save that this non-assumption of responsibility shall not apply to death or personal injury caused by the negligence of the Organiser. The Exhibitor expressly agrees to save and hold harmless the Organiser their management, agents and employees from any claims, liabilities and losses for injuries to persons (including death and personal injury unless caused by the negligence of the Organiser) or damage to property arising in connection with the Exhibitor’s use of the Exhibition Space.

Liability

The Exhibitor is responsible for all personal injury or damage to property arising from the Exhibitor’s Exhibition Space and associated exhibit. This is so whether it is caused directly or indirectly by the Exhibitor or any contractor, sub-contractor, servant, agent, licensee or invitee of the Exhibitor. It applies to any act or omission of any such person or by any exhibit, machinery or other article or thing of the Exhibitor in the possession of or in use by any servant or agent of the Exhibitor.

The Exhibitor shall indemnify the Organiser in respect of any damage, claim, action, proceeding, cost, claim or demand arising out of any such injury or damage set out in this clause.

The Exhibitor must hold a current public liability insurance for an amount reasonable to the risks involved with the Exhibitors’ particular Exhibition Space and must provide to the Organiser a certificate of currency on demand verifying the policy and its value.

The Organiser is under no liability for personal injury to the Exhibitor or its servants, agents, invitees or licensees no matter how they are caused save that this exclusion of liability shall not apply to death or personal injury caused by the negligence of the Organiser. The Organiser is under no liability for the loss of or damage to exhibits or to property owned by the Exhibitor, its servants, agents, invitees, or licensees no matter how it is caused. The Exhibitor is therefore responsible to take out its own insurances in respect of all such risks.

Available services

On behalf of the Exhibitors, the Organiser has designated certain official contractors (“Official Exhibition Contractors”) to provide the following: shell scheme stand construction, electricity, cartage, furniture, booth and floor decorations, signs, photographs, etc. as stated in the Exhibitors’ Manual.

Services such as those of electricians, carpenters and other labour if detailed in the Exhibitors’ Manual will be available wherever possible and charged at the prevailing rates, if applicable. Contractors and rates will be listed in the Exhibitors’ Manual to be issued separately. It will be stated in the Exhibitors’ Manual when it is compulsory for the Exhibitor to use one of the Official Designated Contractors and when the Exhibitor may choose their own contractor. The Organiser assumes no responsibility or liability for any of the services performed or materials delivered by the foregoing persons, parties and organizations. Arrangements for these services and payments are to be made between Exhibitors and Official Exhibition Contractors, except for those services that are included in the standard Exhibition package as mentioned in the application form (stand space incl. shell scheme).

Mobile or trailer exhibits are permitted only in certain areas and approval must be obtained from the Organiser prior to installing this type of exhibit on an Exhibition Space.

All material used in the Exhibition Venue and/or the Exhibitor’s allocated Exhibition Space must be fire-proofed. Any demonstration requiring open flames, any kind of compressed gas or explosive fuels, heat, etc, must be arranged with the Organiser in advance. The Exhibitor must accept full responsibility for compliance with national, state and local fire safety regulations, including but not limited to the provision of fire extinguishers and smoke alarms.

The Exhibitor may only use audiovisual, equipment demonstrations or other sales presentations or attention-getting devices that are appropriate and at a low volume so that nearby Exhibitors are not inconvenienced and so as not to induce crowds to block or infringe upon another Exhibition Space.

The Organiser shall determine such appropriateness in its sole and absolute discretion and its ruling on any issue in this clause shall be immediately complied with by the Exhibitor.

Failure to comply with the rules and regulations of this Agreement and as stated in the Exhibitors’ Manual will result in the alteration or removal of the booth at the Exhibitor's expense. Rental fees for services and Exhibition Spaces are not refundable. Exhibitors shall be bound by all pertinent laws, codes and regulations of the municipal or other authorities having jurisdiction over the exhibit facility or the conducting of said exhibit, together with the rules and regulations of the owners and/or operators of the Exhibition Venue is held.

Allocation

Allocation of all requested Exhibition Spaces will be in the Organiser’s sole and absolute discretion provided that the Organiser will reasonably endeavour to ensure that:

(a) allocation occurs in priority order according to the date the application form and payment is received by the Organiser;

(b) where application forms are received on the same date allocations will be accorded priority based on

1. members of the International Water Association, London

2. previous participation in other exhibitions organised by the Organiser.

The Organiser reserves the right to assign or reassign Exhibition Spaces and to alter the size, shape or position of Exhibition Spaces and the floor plan of the Exhibition as may be necessary to ensure that the arrangement of the Exhibition is in the best interest of attendees and Exhibitors.

Payment conditions

50% of the overall rental fee will be paid within 30 days of the invoicing date of the first invoice. The first invoice will be sent directly after receipt of the application. The remaining 50% of the overall rental fee will be paid within 30 days of the invoicing date of the second invoice. The second invoice will be sent on or around 1 February 2008. Applications received after 1 February 2008 will be invoiced for 100% of the overall rental fee upon receipt of the application.

All payments must be received by the Organiser at least 5 days before the first build up day of the Exhibition.

Cancellation policy

Exhibitors cancelling before 1 January 2008 are liable to pay 10% of the rental fee. All other paid fees will be reimbursed. Exhibitors cancelling between 1 January 2008 and 4 months prior to the event are liable to pay 50% of the rental fee. There will be no more refunds after this time. Cancellations within less than 4 months to the Exhibition are liable to pay the full rental fee. Costs included within these cancellation conditions (rental fee) are space rental fees and shell scheme orders.

It is agreed that if the Exhibitor fails to comply in any respect with the terms of this Agreement, then the Organiser shall have the right without notice to the Exhibitor to sell or offer for sale the Exhibition Space covered by this Agreement, the said Exhibitor to be liable for any deficiency, loss or damage suffered by the Organiser by reason of such default, which loss or damage the Exhibitor agrees to pay the Organiser upon the damage together with reasonable expenses and costs incurred by reason thereof.

Taxes

Special VAT regulation applies for Austria, this is the so-called ‘Reverse Charge Mechanism’. The Organiser should be informed in writing (either on the Application Form or by other written notice) on the taxable status of the Exhibitor. This information should either be the Exhibitor’s VAT number or an official document proving the taxable status of the company.

The organisers do not accept any liability for claims of the Austrian tax authorities with regard to VAT payments of the Exhibitor and the Exhibitor indemnifies the Organiser for any of these claims with regard to the participation of the Exhibitor.

Protection of facilities

Nothing shall be posted on, or tacked, nailed, screwed, or otherwise attached to the columns, walls, floors or other parts of the Exhibition Venue without written permission from the appropriate building authority and the Organiser. Packing, unpacking and assembly of exhibits shall be done only in designated areas and in conformity with directions of the Exhibition manager, the Exhibition Venue manager or their assistants.

Installation & dismantling

The specific requirements as to the time for installation and dismantling of exhibits shall be as set forth in the Exhibitors’ Manual. Such requirements shall be binding upon the Exhibitor and it is the responsibility of the Exhibitor to ensure that they receive a copy of the Exhibitors’ Manual.

Variation of terms

The Organiser through its designated servants and/or agents reserves the right to vary or add to these terms and conditions if necessary to comply with any laws or any directions given by the owner/lessor of the Exhibition Venue or as otherwise determined necessary by the Organiser for the efficient running of the Exhibition.

Remedies

A breach of these terms and conditions by the Application will entitle the Organiser through its designated servants and/or agents to:

(a) retain any payment made by the Exhibitor;

(b) prohibit the Exhibitor from occupying the allocated Exhibition Space and/or remove from the allocated Exhibition Space the Exhibitor along with any exhibits or any other material with the cost of such removal being a debt due and payable by the Exhibitor to the Organiser.