EXHIBITION REGULATIONS FOR LABORAMA 2013

These rules shall apply to any Laborama trade show which is organized by UDIAS. In 2013 Laborama consists of one trade show of 2 days. Exhibitors can subscribe to this trade show; all prices listed are valid for 1 trade show and are VAT excluded.

1. Registration for participating at Laborama is binding. By subscribing the exhibitors commit to respect the rules and regulations of the exhibitions as well as the every new directive that is adopted and implied in the interest of  the exhibition

2. Participants at Laborama commit themselves to only exhibit products and/or services that are directly linked and connected to the laboratory sector.
Both members and non-members of UDIAS can register to participate at the trade fair Laborama.
Non-members will only be admitted after a decision by the board of UDIAS that the commercial activity of the exhibitor is sufficiently related to the laboratory sector.
Further, the organization is entitled to reject an exhibitors’ registration, if said exhibitor has no direct commercial activity or no office in Belgium.

3 Companies subscribe under their own name.  Only the company that subscribes will be considered an exhibitor by the organisation.  Only this company will have access to the services mentioned in the rules and regulations.
The exhibitor is not allowed to sublet or share his booth or part of it to/with an 3rd party for whatever reason.
Should the exhibitor act in breach of this rule, the 3rd pary will not have any claim to any service or rights.

4.Subscribing to Laborama can solely be done through the subscirptions form that is availably on the website www.laborama.be

5. The organization reserves the right to reject or accept an application for participation at Laborama at any time and for any reason.

6. Only 1 invoice, for the full amount of the booth reservation will be made. The invoice has to be paid on the due date and at the latest 2 weeks before the start of Laborama. Should the amount due or part of it remain unpaid , the organization is entitled to cancel the participation, in which case the participant will be requested to pay damages equalling the amount that he owes according to article 10 of the present regulations. The organization is also entitled to allocate the booth to a different participant.

7. The fixed price for a standard booth of 12m² at Laborama Brussels is:
For UDIAS members: EUR 2.250,00
For non-UDIAS members: EUR 2.900,00
UDIAS-members are entitled to this important reduction, provided that:
- they are a member of UDIAS at the time of the reservation of their booth and have paid their membership fee for 2012
- they remain a member of UDIAS at least during the 12 months of 2013
- they don’t have any payment pending towards UDIAS (with the exception of an accepted dispute)

8. All prices indicated are 21% VAT excluded
As of January 1, 2012 a new VAT regulation is applied.
All foreign exhibitors (i.e.non-belgian VAT-numbers) now have to fulfill their VAT obligations in their own country, with the exception of catering for which the VAT has to be paid in Belgium.

9. UDIAS accepts registrations until 5 weeks before the start of the event. After that date UDIAS cannot guarantee reservations any more, nor provide all services (e.g. catalogue).
This rule also applies in case of unpaid invoices for booth reservations at 2 weeks before the event.

10. A participant who cancels his participation at Laborama will have to pay the following fee to UDIAS:
- cancellation at more than 60 days prior to the start of the trade fair: 10% of the total amount due
- cancellation between 60 to 30 days prior to the start of the trade fair: 30% of the total amount due
- cancellation between 30 to 14 days prior to the start of the trade fair: 50% of the total amount due
- cancellation less than 14 days prior to the start of the trade fair: 75% of the total amount due

11. Each registration for participation at Laborama will be confirmed or rejected within the 3 weeks following the date of receipt of the registration by the organization. In case of a rejection the organization is under no obligation to motivate its decision. In case the exhibitor did not receive an answer from the organization within 3 weeks after his application, the exhibitor should consider his registration as non-existent and enter a new registration.

12. A 12m² booth consists of: light grey partitions, white aluminum frame, with nameplate and booth number of the exhibitor (standard type of letters), 4 spotlights and 1 electrical outlet with maximum power of 2000W. Both the floor and the alleys are carpeted.
The exhibitor can order a pantry for his booth at an additional price.

13. The minimum surface that exhibitors can reserve is 12m² (= 1 module). The maximum surface availably is 72m² (= 6 modules). Booths of 60m² (= 5 modules) are not allowed, nor are booths in L-shape.
When reserving a surface of either 48m² or 72m² exhibitors have the possibility to:
- ask for a linear positioning of the modules (with 1 common back wall and no partitioning between the different modules)
- ask for the positioning of the modules in one block (split-island booths open to 2 or 3 aisles and no partitioning between the different modules)
- ask for the positioning of the modules in a face to face mode (crossover). The minimum number of booths on either side of the aisles is 2 and the maximum number of modules on each side of the aisles is 3. However, it is forbidden to use the dividing aisle as extra exhibit space.
The sole function of the aisles is to allow the smooth passage of the visitors.

For reservations of a surface under 48m² only modules in line (with 1 common back wall) are available.

14. Theme Islands
14.1 The organizer may decide to set up one or more theme Islands. These Theme Islands are specifically reserved for companies with a well defined specialty. For 2013, 2 Theme Islands will be set up: 1 island reserved for companies specializing in biotechnology and 1 for companies specializing in diagnostics. Exhibitors who choose to have a booth on either of these islands can opt to reserve a booth of 9m ² or 12m ². Other boothsurfaces are not allowed in the theme islands, but can be reserved in the remaining exhibition area.
The price for reserving a booth in a Theme Island is:
for a stand of 9 m²:
For UDIAS members: EUR 1.690,00
For non-members UDIAS: EUR 2.175,00
For a stand of 12m ²:
For UDIAS members: EUR 2.250,00
For non-members UDIAS: EUR 2.900,00.

14.2. UDIAS members benifit from this important reduction provided that:
- They are a member of UDIAS at the time of the reservation of their booth and have paid their membership fee for 2012
- They remain a member of UDIAS at least during the 12 months of 2013 
- They have no payment pending towards UDIAS (with the exception of an accepted dispute).

14.3.De booths in the Theme Islands are composed of modules of 9 or 12m ². Each stand is equipped as specified in Article 11 of these regulations.

14.4. Reservation of stands in a Theme Island is subject to approval by the organization. Exhibitors must provide together with their subscription a description of their activities and a short motivation as to  why they wish to reserve a booth in the Theme Island.

15. The booths are maximum 2.5 m. high and are built as defined in Article 10. The exhibitor may decorate the interior of the booth, but decoration, exhibit material or other display items may not, in any way, be higher than the maximum height of the booth, or exceed the surface of the booth. As floor covering, the exhibitor is obliged to use the carpet that is being provided by the organizer.

The structures supplied by the organizer may not be damaged, replaced or dismantled by the exhibitor. Exhibitors causing any damage or making alterations (unless described in art. 16) to the booth supplied to them by the organizer or to any other item placed in the exhibition hall by the organization will be charged for all necessary repairs which the organization needs to carry out.
Exhibitors are not allowed to fix hanging signs to the ceilings of the exhibition hall for whatever purpose.

16. Raised floors
The use of a raised floor in the stands is permitted, mainly for stands with high electrical wiring.
When using a raised floor in the stand the following rules have to be respected:
- the organizer must be informed at least one month before the start of the event, that the exhibitor will install a raised floor in his booth;
- the maximum height of the raised floor is 10cm, measured from the floor of the building to the top of the raised floor;
- the sides should be closed and a neatly finished;
- the floor may in no way exceed the surface of the booth;
- at the top, the raised floor will be finished with the carpet tiles made available by the organizer. This means that the carpet tiles in all booths will be of an equal size and color;
- The maximum height of the booth (walls) including the raised floor is 2.5 m.
Exhibitors, who place a raised floor in their booth, are requested to take accessibility for all into account, ensuring that the step created by the raised floor is no obstacle in any way and for any person.

17. The flat-rate per module of 12m ² includes: the rental of the surface, the booth, lighting (see Article 12), invitations for the visitors, promotional material (= stickers, posters and digital logo of Laborama), presentation of the exhibitor’s company in the on-line catalogue, i.e. max 700 characters (including spaces, numbers,…) in 3 languages per module of 12m ², mentioning of the exhibitor’s name and booth number on the on-line exhibitors list.
The texts for the on-line catalogue, in the language(s) of your choice, can be sent to the organizer via the Laborama website www.laborama.be .
Responsibility for the information placed in the catalogue and on the website lies solely with the exhibitor. He is directly responsible for entering the correct address, text, selection of product categories; have his company logo put on the Laborama website ... UDIAS can in no way be held liable for any errors, incorrect information, and omissions… of any kind that may be made in this context. UDIAS does not accept liability towards third parties if the exhibitors’ details are incorrect. Exhibitors must indemnify UDIAS against any action should such cases occur.

18. A company can purchase advertising space in the on-line catalogue of Laborama without participating at the exhibition at a cost of € 1.500, - (excluding VAT). This price applies to the trade show and not per year (assuming that in that year more than 1 trade show would be organized).

19. Only the board of UDIAS decides in the set up of the trade fair, its location, size and dimension of the booths and the assignment of the latter.
Booths will be assigned based on the following criteria:
a. date of the exhibitor’s registration for Laborama
b. reserved exhibit space
c. being a member or non-member of UDIAS.
d. date of payment of the invoice for booth reservation
When registering, the exhibitor may indicate a preference for a location of his booth. However, the exhibitor’s information is purely indicative and implies no commitment from the organization in whatever way. The organization on its part does not have to motivate its decisions as to booth assignments. However, the organization will assign the booths to the best of its abilities, taking into account the indicated preference, the above mentioned criteria, the availability of space and the regulations as much as possible.

20. In case of simultaneous subscription (in terms of date and/or surface) of a member of UDIAS and a non-member of UDIAS, priority will be given to the allocation of the booth of the UDIAS member.

21. UDIAS reserves the right to make modifications to the floor plan and consequently the location of the booths as it deems necessary and useful for the exhibition, without the exhibitor having the right to claim any compensation.
If necessary, and with regard to optimization of the trade fair, the organization may reallocate an exhibitor’s booth. However, the reallocation of a booth may be executed only with the consent of the exhibitor to whom the booth was initially allocated.

22. Additional services can be ordered online through www.laborama.be. These orders can be placed directly with the suppliers featured in the technical file that is at the disposal of the exhibitor. Additional services will be invoiced to the exhibitor.

23. Udias offers the exhibitors a number of free extra services.
The following list is a non-exhaustive list of free services to the exhibitors:
- insertion in the online catalogue and search engine on the Laborama website
- parking spaces
- exhibitors networking drink
- access to the wireless network available during the days of the trade fair
- insertion of company’s name and booth number on the printed version of the floor plan of Laborama, distributed to the visitors
- logo in the streamer on the Laborama website
- logo next to the company name in the exhibitors list on the website
- daily cleaning of the booth and the aisles
These extra services can never be considered as acquired. The organizer has the right to change, add or cancel the number of free services offered. Exhibitors who do not take advantage of any or all of these services for whatever reason, are not eligible for any financial compensation

24. Set-up :
The afternoon before the start of the exhibition, exhibitors can set up their stands from 12h00 until 22h00. The day of the exhibition, they can finish the set up (decoration and small equipment only) between 07h00 and 09h00.

25. Opening hours of the exhibition:
                           March 14, 2012                                        March 15, 2013
           visitors:  from 09:30 to 16:30                  visitors: from 09h30 to 16h30
       exhibitors: from 07.00 am to 18.00       exhibitors: from 08u30 to 21h00
Booths have to be staffed at all times during the opening hours for visitors.

26. Dismantling:
At the end of the 2nd day of the exhibition (15/3/2012) exhibitors have to empty their booths between 16h30 and 21h00.

27. Early Removal of Exhibits:
No exhibit, equipment, product, documentation, poster… shall be packed, removed, or dismantled prior to the closing of Laborama (Friday at 16h30) without written permission of the organization. The exhibitor has to ask the organization for this exceptional permission in writing.

28. The organizer will apply the names and the booth numbers of the exhibitors on their booths. Exhibitors are not allowed to affix any name, publicity or logo on the existing nameplates or anywhere outside of the booth, including the friezes. It is also forbidden to make any kind of publicity in the aisles or any other common spaces of the exhibition (including the entrance and on the parking lot).
Infringements to this rule are cause for the immediate removal of improperly affixed names, logos…

29. Exhibitors are not allowed to distribute price lists, catalogues, flyers… outside of their own booth. The only exception is made for the racks that are placed by the organizer at several points in the exhibition. In these racks, the exhibitors can place printed brochures or leaflets. These brochures/leaflets must relate to the products and/or equipment the exhibitor represents.
Infringements to this rule are cause for the immediate removal of the improperly distributed price lists, catalogues, brochures/leaflets….

30. The organizer (UDIAS) provides insurance for the equipment used to build the booths.
The exhibitors are responsible for having their own equipment insured.
UDIAS endorses an insurance policy, which covers the civil liability of the organizers against third parties.
The exhibitor is responsible for and is obliged to be insured against all damages of any kind that may be caused by any action of negligence by himself, his staff, persons who work for him in any way whatsoever or are under his instructions.
The exhibitors waive all claims against the organizer, the owners or tenants of the buildings, for any damage caused to the exhibited material, the stand construction, etc. for any reason.
The organizer is in no way to be held liable for any theft, damage, fire, etc. to displayed material or any other equipment that is present in the exhibition halls.
In order to avoid theft to a maximum, the organizer asks to avoid leaving any valuable items on display and / or easily accessible places.

31. Electricity
31.1. Each exhibitor is entitled to 2.000 Watt electric power per reserved booth of 12m ².
This includes the power that is necessary for lighting the booth, which is 400Watt (4 spots) per reserved area of 12m². The exhibitor takes this into account when calculating the total electrical power he needs in his booth.
Only the electrician appointed by the organizer has the right to make the connections from the booths to the electricity grid.
The exhibitor will be required to specify and order any and all additional power supplies he may need in advance by using the adequate order form in the trade fair manual.
The organizer is only obliged to deliver the electrical power that is technically available and feasible in the exhibition hall. The non-availability of a particular electrical supply will not give rise to any compensation or refund to the exhibitor, even if the supply was by unawareness of ignorance at first granted by the organization.

31.2. The exhibitor will limit as much as possible the use of electricity for appliances / equipment that are not related to their presentation. This applies mainly to the use of extra lights, coffee makers, electric kettles ...
(for catering options, see Article 33).
The electrical power required for the use of such devices will automatically lead to placing an order for additional electricity.
Any blackout or interruption in electricity arising from the failure to observe this rule will be charged to the exhibitor concerned.

32. In case an exhibitor acts against or in breach with the regulations, the manual or is in breach of any other agreement or instruction; the organization will have the right to close down the electricity supply to the exhibitor’s booth, without further notice until settlement of the problem.

33. Catering is made available to the exhibitors in a dedicated area. Exhibitors have access to this area during opening hours of the exhibition.
Exhibitors can pay their consumptions in the catering area in cash, by master bankcard, visa or by using preordered (and paid) vouchers. Vouchers that have not been used during Laborama will not be refunded.

34. A database with the addresses of the visitors to the trade show will be made available after the trade show. This database is only available to exhibitors who actually participated at the last edition of Laborama.
UDIAS has the right to make this database available to exhibitors against payment.
The database will only be transferred to the exhibitors who ordered it, after he has paid his invoice.

35. In all cases that are not covered by these rules and regulations, the organizer will decide

36. The exhibitors shall comply strictly with the stipulations of the regulations of Laborama or with any supplementary provisions.
Only the Dutch and the French versions of these regulations are binding on the parties.
The present version of the regulations is a translation and as such shall not be binding on the parties.
In the event of any dispute concerning the validity, content and/or interpretation of these regulations or of the conditions of the application form, Belgian law shall apply exclusively. Any and all disputes concerning the validity, content and/or interpretations of this regulation shall be referred only to the courts of Brussels.