These terms are the contractual agreement between the Organizer (AOGIN India2015) and the Exhibitor / Supporter. AOGIN India 2015 shall have the authority to interpret and enforce these rules. All matters not covered by these rules are subject to the discretion of AOGIN India 2015.
Application to Participate
Application to participate will be considered only if submitted in writing and on payment of fees. Registration will be confirmed in so far as space is available. Applicants will be informed in writing of the acceptance or refusal of their application. In case of refusal, all payments shall be fully refunded. In case of acceptance, Supporters/Exhibitor will be bound by the Terms and Conditions listed in the contractual agreement.
Obligations and Rights of the Exhibitor/Supporter
Registration implies full acceptance by the Exhibitors/Supporters of the exhibition / supporter regulations. Any infringement of these regulations may lead to immediate withdrawal of the right to participate in the Conference without compensation or refund of sums already paid, and without prejudice to the Exhibitor/Supporter.
By submitting an application to participate, the Exhibitor /Supporter make a final and irrevocable commitment to occupy the space /items allocated and to maintain his/her installation until the date and time fixed for closure of the event.
Transfer or sub-letting of all or part of the allocated spaces is prohibited.
Obligation and Rights of Organizer
The Organizer undertakes to allocate exhibition space and arrange for advertisement in the conference website / souvenir. Applications will be considered in order of receipt of application forms accompanied by payment.
The Organizer reserves the right, in case of absolute necessity, to modify the positioning of stands, with no obligation to provide compensation to Exhibitors/Supporters. The Organizer reserves the right to offer to a different firm any space that has not been occupied by 8 am on Friday, August 28, 2015, with no obligation to provide compensation to the defaulting Exhibitor / Supporter.
Liability / Insurance
AOGIN India 2015 and the Christian Medical College, Vellore, India and their officers, directors, agents, employees or representatives (hereafter referred to as the indemnities) shall not be responsible for any injury, loss or damage that may occur to the Exhibitor, or to the Exhibitor’s employees or property, prior, during or subsequent to the period covered by this Agreement. To the extent permitted by law the Exhibitor, on signing this contract, expressly releases the indemnities from, and agrees to indemnify the same against, any and all claims for such loss, damage or injury. The Exhibitor also agrees to indemnify the indemnities from any and all liability, costs or damages arising out of or relating to acts or omissions of the Exhibitor, its agents or employees including any security personnel hired directly by the Exhibitor. Equipment and all related display materials installed by Exhibitors / Supporters are not insured by the Organizer, and the Organizer, under no circumstances, will be liable for any loss, damage or destruction caused to equipment, goods or property belonging to Exhibitors / Supporters. The Exhibitor / Supporter agrees to be responsible for his property and person and for the property and persons of his employees and agents and for any third party who may visit his space.
The Exhibition Manager, acting under direction of the Organizing Committee, has the final decision as to the acceptability of displays. Exhibitors are not to share with others any space allotted to them without prior written consent by the Exhibition Manager.
The Organizer reserves the right to alter the general layout or limit the space allotted to each Exhibitor / Supporter, postpone the exhibition or transfer it to another site if unforeseen circumstances warrant such action. Should any contingency prevent the holding of the exhibition, the Organizer will not be held liable for expenses incurred other than the cost of exhibit space rental fees. Equipment displayed or demonstrated must be installed with strict adherence to safety measures.
Exhibitors undertake to observe the timetable designated for completion of their display before the exhibition opening (8 am on 28-8-15) and its dismantling at the close of the exhibition (2 pm on 29-8-15). No dismantling or packing of the display is permitted before the designated hour. It is the Exhibitor’s responsibility to pack and remove or consign for shipment all items of value prior to leaving their exhibit unattended.
Exhibitors are obliged to ensure that their stands are permanently staffed during the exhibition opening hours.
Participation by Exhibitors/Supporters is dependent upon compliance with all rules, regulations and conditions stated herein.
Access to the exhibition is authorized on presentation of a badge issued by the Organizer. Exhibitors’ badges will not be mailed in advance and may be collected from the Exhibition Manager.
Advertising panels and display are not permitted outside the exhibition areas allotted to Exhibitors.
Industry Codes of Practice
All Exhibitors and Supporting Companies must comply with applicable national and international rules, regulations and industry standards regarding exhibition areas. All promotional activities including interviews, demonstrations, and the distribution of literature or samples must be made within the exhibitor’s space only; canvassing or distributing promotional materials outside the exhibitor’s rented exhibit space is not permitted.
AOGIN India 2015 may amend these rules and regulations at any time, and all amendments so made shall be binding on Exhibitors equally with the original rules and regulations.
Terms of Payment
Upon AOGIN India 2015 receipt of the Exhibitor / Support Application, the main contact will receive an email confirmation notice with an invoice and payment instructions.
A deposit of 50% for all sponsorship and exhibit space is due by May 31, 2015. The remaining 50 % is due by June 30, 2015.
A one time full payment may also be made by May 31, 2015.
A DD or cheque may be given in to the Conference Secretariat, Gynaecologic Oncology Unit, CMC, Vellore - 632004.
Direct bank transfer may be made to
Account Name: Christian Medical College Vellore Association
Reference: AOGIN_India 2015 Conference
Account No. : 10404158238
Bank Name & Address: State Bank of India,Vellore Town Branch,No.65/1 & 2 SP Complex, Vellore-632004
RTGS/NEFT Code: SBIN0001618
Cancellations must be received in writing from the primary contact on file. An Exhibitor submitting an application and contract will be immediately financially liable for a 25% cancellation fee . After June 30, 2015, there will be no refunds issued for exhibit space cancellations. The Exhibitor will be obligated to pay the total rental cost of the exhibit space as outlined in the Exhibit Space Application and Contract. AOGIN India 2015 reserves the right to resell any returned exhibit space.
AOGIN_India is committed to presenting CME activities that promote improvements or quality in healthcare and are independent of the control of commercial interests.
All exhibitors are expected to comply with the rules and regulations as outlined by the Medical Council of India.
Any and all disputes with respect to AOGIN India 2015 Exhibitor Rules and Regulations must be taken up with AOGIN India 2015 Organising Committee.
It is further agreed that in the case that said premises shall be destroyed by fire or the elements, or by any other cause, or in the case of government intervention or regulation, military activity, strikes, or any other circumstances that make it impossible or inadvisable for AOGIN India 2015 to hold the Exhibition or portion thereof at the time and place herein provided, this Agreement shall terminate and the said Exhibitor shall and does hereby waive any claim for property or other damages or compensation except the prorated return on the amount paid after deduction by AOGIN_India 2015 of actual expenses incurred in connection with the Exhibition, and there shall be no further liability on the part of either party.
Damage of Property
Exhibitors are liable for any damage caused to Exhibition building, floors, walls, columns, standard booth equipment or other Exhibitors’ property. Exhibitors may not apply paint, lacquer, adhesive or any other coating to building columns and floors, or to standard booth equipment.
Compliance with the Law
Exhibitors, exhibits, and exhibit materials and displays shall be at all times in compliance with all applicable local laws and regulations.
Use of AOGIN_India 2015 or Asia Oceania research organisation on Genital Infections and Neoplasia
The use or display in any manner or medium of AOGIN India 2015 or Asia Oceania research organisation on Genital Infections and Neoplasia (India) logo, acronym, marks or copyrighted materials is not permitted, and no reference, implication or use of such name, logo, acronym, marks or copyrighted materials may be made to claim or imply endorsement, affiliation or approval of any product, service or program.