18th Triennial and 50th Anniversary Conference LINKING PAST AND FUTURE Copenhagen, Denmark 4-8 September 2017 INTERNATIONAL COUNCIL OF MUSEUMS ICOM-CC
Content Invitation from NOC 3 The program 5 Who will attend.. 7 Venue 7 About Copenhagen 7 Sponsorship Levels 8 Dedicated Exhibition Space 8 At a Glance.. 9 Major Sponsorships Opportunities 11 Platinum Sponsor (limited to 1) 11 Gold Sponsor 12 Silver Sponsor 12 Bronze Sponsor 12 Looking for a unique opportunity? 13 Special Event Sponsorships 13 Conference Dinner Sponsor 13 Welcome Reception Sponsor 15 Farewell Reception Sponsor 15 Morning Session Sponsorship 16 Morning or Afternoon break or lunch 16 Keynote Presentation Sponsorship 17 Session Sponsorship 17 Delegate/Speaker Lounge Sponsor 19 Delegate Satchel Sponsor 19 Poster Program Sponsor 20 Registration Sponsor 20 Lanyard Sponsor 21 Writing Pads or Pens Sponsor 21 Speaker Room Sponsor 23 Conference Booklet 23 Technical visit 24 Promotional Opportunities 25 Advertising in Conference Booklet 25 Banner Advertising on Conference website 25 Customise Your Booth 25 Booking form 27 Conference, Sponsor, Exhibitors Office 30 Booking Terms & Conditions 30 2
Invitation from The National Organizing Committee On behalf of the Organizing Committee, I warmly invite you to be part of the International Council of Museums Committee for Conservation (ICOM-CC) 18th Triennial Conference to be held in Copenhagen Denmark, 4-8 September 2017 ICOM, the International Council of Museums, is the only organization of museum professionals with a global scope. With more than 2600 members worldwide from every branch of the museum and conservation sector, ICOM-CC is its largest International Committee in the ICOM family. We encourage you to join us in presenting this 50th year anniversary conference expecting more than 800 national and international delegates from cultural heritage sector. The conference theme Linking past and future will inspire all participants to update their abilities and knowledge to preserve our cultural heritage for the future. Your contribution will provide a unique opportunity to introduce the heritage experts to the cutting edge of new technologies, tools, equipment, and insights in this effort. The trade exhibition runs alongside the Conference and provides a great occasion to showcase your company, products, and expertise to delegates during the entire week of the conference. Adding to this the sponsorship program offer an exclusive opportunity on this special event to be even more visible to the international heritage preservation community. We look forward to partnering with you to ensure the success and enduring legacy of this important and very special international Conference Jesper Stub Johnsen Chair of the National Organizing Committee INTERNATIONAL COUNCIL OF MUSEUMS ICOM-CC 3
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The program All ICOM-CC working groups will present their latest research. There will be topics of interest to everyone involved in the sector: Art Technological Source Research Documentation Education and Training in Conservation Glass and Ceramics Graphic Documents Leather and Related Materials Legal Issues in Conservation Metals Modern Materials and Contemporary Art Murals, Stone and Rock Art Natural History Collections Objects from Indigenous and World Cultures Paintings Photographic Materials Preventive Conservation Scientific Research Sculpture, Polychromy and Architectural Decoration Textiles - Theory and History of Conservation Wet Organic and Archaeological Materials Wood, Furniture, and Lacquer 5
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Who will attend.. The Triennial Conference, will attract leading international keynote speakers and up to 800 delegates, including conservators, scientists, historians and art historians, curators, librarians, archivists, collection managers and directors from the world s leading cultural institutions and the private sector Venue Tivoli Congress Center Designed by Kim Utzon Architecs, Tivoli Congress Center is one of the largest conference venues in Copenhagen. The impressive Tivoli Congress Hall offers capacity for up to 2,400 participants making it ideal for meetings, exhibitions, lectures or big company parties. The location in the heart of Copenhagen offers you direct access to shopping places, amusements, museum, world-famous architecture and surrounding nature with minimal transportation time. For more information about the venue, please visit http: /www.tivolicongresscenter.com/tivoli-congress-center/ Tivoli Congress Center Arni Magnussons Gade 2 1577 Copenhagen V Denmark About Copenhagen Copenhagen is the capital and largest city of Denmark, with an urban population of 1.2 million. Copenhagen is situated on the islands of Zealand and Amager. First documented in the 11th century, Copenhagen became the capital of Denmark in the beginning of the 15th century, and during the 17th century under the reign of Christian IV, it became a significant regional Centre. With the completion of the transnational Oresund Bridge in 2000, Copenhagen has become the Centre of the increasingly integrating Oresund Region. Within this region, Copenhagen and the Swedish city of Malmö are in the process of growing into one common metropolitan area. With around 2.7 million inhabitants within a 50 km radius, Copenhagen is one of the most densely populated areas in Northern Europe. Copenhagen is a major regional Centre of culture, business, media, and science, as indicated by several international surveys and rankings. Life science, information technology and shipping are important sectors and research & development plays a major role in the city s economy. Its strategic location and excellent infrastructure with the largest airport in Scandinavia located 14 minutes by train from the city Centre, has made it a regional hub and a popular location for regional headquarters as well as conventions. Copenhagen has repeatedly been recognized as one of the cities with the best quality of life. It is also considered one of the world s most environmentally friendly cities. The water in the inner harbor is so clean that it can be swum in, and 36% of all citizens commute to work by bicycle, every day cycling a total of 1.1 million km. Since the turn of the millennium, Copenhagen has seen a strong urban and cultural development and has been described as a boom town. This is partly due to massive investments in cultural facilities as well as infrastructure and a new wave of successful designers, chefs, and architects. 7
Sponsorship Levels We are offering a range of sponsorship opportunities, including special packages for our major Platinum, Gold, Silver and Bronze partners and supporters. Below is a Menu style list to complement your branding and delegate exposure objectives. We are also happy to tailor a sponsorship that suits your marketing objectives and budget. Dedicated Exhibition Space The entire trade fair will be held in a dedicated exhibition space just outside the plenary and meeting rooms, which will also be where the morning and afternoon teas and lunches will be served. The allocated space for booths is designed to provide a good flow throughout the entire area. With all daily catering breaks being held in the exhibition area, you are guaranteed maximum exposure to delegates. The exhibition will be held in adjoining areas to the session rooms. The floorplan has been designed to ensure maximum flow of delegates, with booths positioned along access points to session rooms and around catering stations. This ensures guaranteed exposure to delegates when they gather for catering breaks. Investment: 12.800 DKK excl. VAT per booth A standard exhibition space (2m x 2m booth) for the duration of the Conference. One (1) electrical socket Listing in Conference Booklet, including company logo and exhibitor contact details Logo to appear on exhibition page of Conference website Web link to company organisation and brief description and contact details displayed on Exhibition page 8
At a Glance.. MAJOR SPONSORSHIP (ALL RATES EXCL. VAT) Platinum DKK 150.000 Gold DKK 75.000 Silver DKK 50.000 Bronze DKK 40.000 Recognition Recognition by Chair at the opening and closing sessions X X Signage Prominent acknowledgement on onsite signage extra large large medium small Opportunity to display one (1) free standing banner in the plenary room for the duration of the Conference (Sponsor to provide own banner) Branding Logo to appear on title slides in all rooms X Logo to appear on Conference booklet X X Website Logo and contact details to appear on the Sponsors/ Exhibitors page of Conference booklet Logo or acknowledgement to appear on related Conference emails Logo and web link on home page of Conference website. Logo and web link on sponsors page of Conference website. Logo and web link on exhibition page of Conference website. extra large large medium small extra large large medium small X X X X X X X X X X X X Advertising Advertisement in the Conference booklet 1 Full Page ½ Page ¼ Page Promotion Ad Banner on Conference website home page Opportunity to place an insert(s) of A4 size page into delegates satchels X 2 1 1 1 Seat drop at a selected session of the Conference 1 Opportunity to offer prizes for the Exhibitor X X X X Provide branded gift into the delegate satchels X Sponsorship of a Lunch 1 Sponsorship of a Morning or Afternoon break 1 Exhibition Sponsorship of a Breakfast Session 1 Standard exhibition booth (2m x 2m) for all days of the Conference 2 1 1 1 Registration Complimentary delegate registration for all conference days including the Welcome Reception 4 2 1 Conference Dinner Complimentary tickets 4 2 1 9
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Major Sponsorships Opportunities As a Platinum, Gold, Silver or Bronze Sponsor your organisation will be strongly aligned with the Conference through the many opportunities for branding and exposure prior to and during the Conference. The suggested range of sponsorship packages presented here have been designed to provide best value and maximum exposure opportunities. We are also more than happy to tailor a package that suits your particular interests and budget. Standard Entitlements for Major Sponsors (Platinum, Gold, Silver & Bronze) Recognition by Chair at the opening and closing sessions Prominent acknowledgement on onsite signage in the Registration area Listing in Conference Program Handbook, including company logo and exhibitor contact details Logo to appear on Conference Sponsor/Exhibitor website pages Opportunity to offer prizes to delegates as part of the Exhibitor Passport Promotion Platinum Sponsor (limited to 1) INVESTMENT: DKK 150.000 EXCL. VAT This is a unique marketing opportunity not to be missed! As a Platinum Sponsor your organisation will receive exposure, recognition and entitlements in the lead up to and during the Conference. The Platinum Sponsors areour primary partners and we will work with you to provide opportunities to promote your company and leverage your sponsorship in all aspects of your marketing strategy. In addition to the standard entitlements, you will receive: Logo on homepage of the Conference website Logo to appear on Conference Program Handbook cover The Sponsor may provide a freestanding banner which will be positioned in the Plenary Room for the duration of the Conference Seat drop at a selected session of the Conference Sponsorship of one (1) Lunch Logo on the Conference Satchel Sponsorship of one (1) Breakfast Session One (1) full page ad in the Conference Program Handbook (artwork to be supplied by the Sponsor) One (1) ad banner on Conference website homepage Sponsor may provide delegates with a company branded gift which will be included in the delegate satchels (Sponsor to supply gifts approved by the Organising Committee) Two (2) promotional flyers inserted into delegate satchels Two (2) standard exhibition booths located in a prominent position within the Exhibition Admission to Conference related events: Four (4) Exhibitor badges Four (4) Registration passes including invitations to the Welcome Reception Four (4) Conference Dinner tickets 11
Gold, Silver or Bronze Sponsors will receive, in addition to the standard entitlements, the following benefits: Gold Sponsor INVESTMENT: DKK 75.000 EXCL. VAT ENTITLEMENTS: Logo on homepage of the Conference website ½ page ad in the Conference Program Handbook One (1) promotional flyer inserted into delegate satchels One (1) standard exhibition booth located in a prominent position within the Exhibition area Sponsorship of one (1) Morning or Afternoon Tea Admission to Conference related events: Two (2) Exhibitor badges Two (2) Registration passes Two (2) Conference Dinner tickets Silver Sponsor INVESTMENT: DKK 50.000 EXCL. VAT ENTITLEMENTS: Logo on homepage of the Conference website ¼ page ad in the Conference Program Handbook One (1) promotional flyer inserted into delegate satchels One (1) standard exhibition booth located in a prominent position within the Exhibition area Admission to Conference related events: Two (2) Exhibitor badges One (1) Registration pass One (1) Conference Dinner ticket Bronze Sponsor INVESTMENT: DKK 40.000 EXCL. VAT ENTITLEMENTS: One(1) promotional flyer inserted into delegate satchels One (1) standard exhibition booth located in a prominent position within the Exhibition area Admission to Conference related events: Two (2) Exhibitor badges 12
Looking for a unique opportunity? We hope that some of the standard packages will interest you, however if you have an idea that caters to your unique requirements as well as those of the Conference, the Organising Committee is able to tailor the sponsorship opportunities to suit your specific marketing objectives and budget. Please send your proposal to the Conference Office, and we will review all options. For further details on the Sponsorship and Exhibition opportunities, please contact the conference Office mb@meetingplanners.dk Special Event Sponsorships Conference Dinner Sponsor The Conference Dinner will provide a unique forum for networking with key decision makers from a wide cross-section of the industry and is an excellent opportunity to make a strong impact and lasting impression on all who attend. Investment: 20.000 DKK excl. VAT (Exclusive opportunity) Opportunity to display two (2) freestanding banners within the Conference Dinner room or at the entran ce of venue (Sponsor to provide own signage) Acknowledgement from MC Logo to appear in the Social Events and Sponsors page of the Conference Booklet Identification and your company logo on all collateral material promoting the Conference Dinner Logo to appear on back of Conference Dinner tickets Logo and acknowledgement as Sponsor on Conference Dinner menus Logo and web link to appear on the Social Events page and Sponsors page of Conference website. Opportunity to provide brief 3-5 min welcoming remarks at the Conference Dinner Product or brochure placement on place settings at Conference Dinner Sponsor may provide delegates with a company branded gift placed at each seat (Sponsor to supply gifts approved by the Organizing Committee) Five (5) complimentary Conference Dinner tickets 13
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Welcome Reception Sponsor Investment: 15.000 DKK excl. VAT (Exclusive opportunity) Opportunity to display one (1) freestanding banner within Welcome Reception room or at the entrance of venue (Sponsor to provide own signage) Acknowledgement from Chair in session prior to the Welcome Reception Logo to appear in the Social Events and Sponsors page of the Conference Booklet Identification and your company logo in all collateral material promoting the Welcome Reception Logo and web link to appear on the Social Events page and Sponsors page of Conference website Brochure placement at Welcome Reception venue (handouts or brochures displayed on tables) Farewell Reception Sponsor Investment: 15.000 DKK excl. VAT (Exclusive opportunity) Opportunity to display one (1) freestanding banner within Farewell Reception room. (Sponsor to provide own signage) Acknowledgement from organizers Logo to appear in the Social Events and Sponsors page of the Conference Booklet Identification and your company logo in all collateral material promoting the Farewell Reception Logo and web link to appear on the Social Events page and Sponsors page of Conference website Brochure placement at Farewell Reception venue (handouts or brochures displayed on tables) 15
Morning Session Sponsorship This opportunity to host a branded Morning session is designed for organizations who would like to make a presentation about a specific topic that is related to the Conference program and themes. A meeting room, data projection equipment and microphone will be provided. Any other expenses, such as catering, other audiovisual equipment etc. will be at an additional cost to the Sponsor. Investment: 30.000 DKK excl. VAT Opportunity to display one (1) freestanding banner at the entrance of morning session room (Sponsor to provide own signage) Chair to give acknowledgement at opening of session Logo in Conference Program booklet, and recognized as morning session Sponsor Logo and web link to appear on the conference website Brochure placement (handouts or brochures displayed on chairs - Sponsor to provide own material) Morning or Afternoon break or lunch Investment: 12.500 DKK excl. VAT (per break) Logo and listing in Conference booklet Acknowledgement from Chair in session prior to the sponsored break Logo to appear on Sponsor page of Conference website Sponsor to display one (1) freestanding banner within the catering area for their sponsored break Option to supply branded napkins or similar 16
Keynote Presentation Sponsorship Keynote sessions presented by renowned speakers are highly anticipated occasions and major attractions for Conference delegates. The popularity of these sessions is an opportunity for your company to gain focused levels of brand exposure to delegates. Once the program and list of invited speakers is confirmed, the Organizing Committee will work with you to select the appropriate speaker session. Investment: 30.000 excl. VAT Acknowledgement of sponsorship on Keynote Speaker information (e.g. alongside biography and picture on website, and in Conference Booklet) Verbal recognition by the session chair at the beginning and end of the session Logo and acknowledgement in Conference Booklet in both the Program and Sponsors sections Logo to appear in the program next to the session on the Conference website Logo and web link to appear on Sponsor page of Conference website Seat drop at the sponsored session Session Sponsorship Once the program is confirmed, the Organizing Committee will be happy to discuss selection of appropriate session(s) with you. Investment: 15.000 excl. VAT Acknowledgement as Sponsor of the session Verbal recognition by the session chair at the beginning and end of the session Logo and acknowledgement in Conference Booklet in both the Program and Sponsors sections Logo to appear in the program next to the session on the Conference website Logo and web link to appear on Sponsor page of Conference website Seat drop at the sponsored session. 17
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Delegate/Speaker Lounge Sponsor This centrally located area with its coffee lounge ambience will be a focal point for other organised activities and announcements. A space will be designated in the exhibition area to provide delegates with a place where they can relax and take a break during the Conference. The lounge will provide the perfect setting for delegates who want to have a quiet meeting with colleagues or catch up with speakers about their presentations. Investment: 25.000 DKK excl. VAT Two (2) freestanding banners which will be positioned in a prominent location in the Delegate Lounge (Sponsor to provide own banner for signage) Logo to appear on signage at venue Naming rights to the Lounge as Sponsor of the Delegate/Speaker Lounge or similar Logo in Conference Booklet as Sponsor of the Delegate Lounge Exclusive opportunity for company corporate literature displayed Logo and web link to appear on Sponsors and General Information pages of Conference website Delegate Satchel Sponsor Each delegate will receive a satchel. Sponsorship of the delegate satchel will ensure your company logo is visible to all delegates throughout the duration of the Conference and after the event. Investment: 36.000 DKK excl. VAT (Exclusive opportunity) Along with the Conference and Platinum sponsor logo, your company branding will be centrally positioned on the satchel. (Art work and position of logo to be approved and determined by the Organising Committee) Logo in Conference Booklet as Sponsor of the satchel. Logo and web link to appear on Sponsors page of Conference website. Opportunity to place two A4 size pages into satchels Other inserts may be included subject to approval by the Organising Committee 19
Poster Program Sponsor The Poster program is an integral part of the Conference and will provide a premium branding opportunity for you to demonstrate your support and commitment. The poster displays will be located within the exhibition area, providing the sponsor with high exposure to Conference delegates. Investment: 20.000 DKK excl. VAT (Exclusive opportunity) Two (2) freestanding banners positioned in a prominent location of the poster displays, displayed for the duration of the conference (Sponsor to provide own signage) Logo to appear on Sponsors and Poster Program page of Conference Booklet Logo to appear on Poster Guidelines (available on website and emailed to poster presenters) Logo and web link to appear on Sponsors and Poster Program page of Conference website Opportunity to place a single A4 size page into satchels Logo to appear on all author cards placed next to each poster Other inserts may be included subject to approval by the Organising Committee Registration Sponsor Investment: 30.000 DKK excl. VAT (Exclusive opportunity) Acknowledgement as Registration Sponsor in Registration area Logo in Conference Booklet as Sponsor of Conference Registration Logo to appear on registration page of online form Logo and web link to appear on Registration and Sponsors page of Conference website Acknowledgement as Registration Sponsor on thank you for registering email and registration related email blasts Opportunity to place a single A4 size page into satchels Other inserts may be included subject to approval by the Organising Committee 20
Lanyard Sponsor Investment: 25.000 DKK excl. VAT (Exclusive opportunity) Opportunity to have your company name and logo on name badge lanyards (Company to supply the branded lanyards) Logo in Conference Booklet as Sponsor of the name badge lanyard Logo and web link to appear on Sponsors page of Conference website Opportunity to place two A4 size pages into satchels Other inserts may be included subject to approval by the Organising Committee Writing Pads or Pens Sponsor Put your organization s message right into the hands of the Conference delegates, for use both at the Conference and back in the office Investment: Pads 7.000 DKK excl. VAT Investment: Pens 7.000 DKK excl. VAT *Sponsor to supply pads and/or pens with company logo Logo in Conference Booklet as Sponsor of the Writing Pad and/or Pens Logo and web link to appear on Sponsors page of Conference website 21
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Speaker Room Sponsor As the Official Speaker Room Sponsor, your organisation s brand can be the first thing seen upon entering the Speaker Room. You will have the opportunity to place your company logo, marketing messages & product literature in the room; provide goodie bags to speakers it s all up to you* *All promotional items to be approved by the Conference Organiser prior to the event all banner and promotional materials to be provided by sponsor. Equipment and infrastructure provided by the Conference Investment: 21.000 DKK excl. VAT (Exclusive opportunity) One (1) freestanding banner which will be positioned within Speaker Room (Sponsor to provide own banner for signage). Logo to appear on signage at venue Naming rights to the Speaker Prep Room Logo in Conference Booklet as Sponsor of the Speakers Room Logo to appear on terminals as screen saver Logo to appear on Presenter Guidelines (available on website and emailed to presenters) Logo and web link to appear on Sponsors and Presenter Information page of Conference website Conference Booklet Each delegate will receive a Conference Booklet upon registration at the Conference. The Conference Program Handbook will include details of the program, as well as general information about the Conference, the venue and destination. Investment: 25.000 DKK excl. VAT (Exclusive opportunity) Logo in Conference Booklet as Sponsor of the Conference Program Handbook Logo and web link to appear on Program and Sponsors pages of Conference website Full-page advertising space in the Conference Booklet Opportunity to place a single A4 size page into satchels Other inserts may be included subject to approval by the Organising Committee 23
Technical visit One of the technical visits during the program can be hosted by your organisation Investment: 15.000 DKK excl. VAT per visit One (1) freestanding banner which will be positioned on visit site (Sponsor to provide own banner for signage). Logo in Conference Booklet as Sponsor of the Technical visit sponsor Logo and web link to appear on Program and Sponsors pages of Conference website Opportunity to place a single A4 size page into satchels Other inserts may be included subject to approval by the Organising Committee 24
Promotional Opportunities Advertising in Conference Booklet Full Page Ad (1 page) 15.000 DKK excl. VAT Half Page Ad (1/2 page) 10.000 DKK excl. VAT Quarter Page Ad (1/4 page) 7.500 DKK excl. VAT Your advert will be placed in the final Conference Booklet printed and received by all delegates Banner Advertising on Conference website Investment: 7.500 DKK excl. VAT (up to three opportunities) Banner Ad to rotate at the top of the Dashboard Page every 20-30 seconds. When tapped, they take the user to a full-screen landing page, which then can be directed to a website or more information. Customise Your Booth Want to stand out from your competitors and other exhibitors? You will be amazed by the impact of a customised stand. This may be as simple as renting fixed walls for the stand and matching the decor to your corporate colors or as grandiose as a complete custom stand. A stand designed specifically to meet your needs can deliver optimum results. Contact the Conference Office to discuss upgrade options. 25
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Booking form Please fill out and sent to the conference office Please note all correspondence including payment instruction will be sent to the contact supplied below. Company Name Contact Name Please indicate your selection Position Company Department Email Telephone Mobile Address State Postcode Country Company Website SPONSORSHIP OPPORTUNITIES OVERVIEW Major Sponsorships Opportunities Platinum Sponsorship 150.000 Gold Sponsorship 75.000 Silver Sponsorship 50.000 Bronze Sponsorship 40.000 Special Events Sponsorship Exhibition Space 2 x 2 m2 12.800 Conference Dinner Sponsor 20.000 Welcome Reception Sponsor 15.000 Farewell Reception Sponsor 15.000 Morning Session 30.000 AM or PM or Lunch break 12.500 Keynote Presentation 30.000 Session 15.000 Delegate / speaker lounge 25.000 Delegate satchel 36.000 Poster program 20.000 Registration 30.000 Lanyard Sponsor 25.000 Conference writing pads 7.000 Conference writing pens 7.000 Technical visit 15.000 Banner on website 7.500 Speaker Room Sponsor 21.000 Conference booklet 25.000 Full Page Ad (1 page) in booklet 15.000 Half Page Ad (1/2 page) 10.000 Quarter Page Ad (1/4 page) 7.500 Please tick if applicable: I will be the main contact person leading up to the conference I will be the main contact onsite I will not be attending the conference myself. All prices are in DKK and excl. 25% VAT Conference Offi ce: The Meeting Planners Lyngby Hovedgade 44A, 1. 2800 Kgs. Lyngby, Denmark Ph: +45 60 21 74 21 Email: mb@meetingplanners.dk 27
Conference, Sponsor, Exhibitors Office: The Meeting Planners Lyngby Hovedgade 44A, 1. 2800 Kgs. Lyngby Denmark Ph: +45 60 21 74 21 Email: mb@meetingplanners.dk Booking Terms & Conditions The term Conference Organiser refers to The Meeting Planners and includes associations, corporate and government bodies who have engaged Think Business Events as their representative. The term Exhibitor includes any person, firm, company or corporation and its employees and agents identified in the Booking Form or other written request for exhibition space. Danish Tax (VAT) at 25% is applicable to all goods and services offered by the Conference. 1. A signed Booking Form is required to allocate sponsorship and exhibition booth/s. 2. Space will be allocated on a first come basis, as close as possible to the desired location. Payment does not have to accompany the Booking Form. 3. Upon receipt of signed booking form, the Conference Office will confirm entitlements in writing and forward acknowledgement of receipt, together with a tax invoice for the deposit. 4. The deposit will be 50% of the full amount, and payment is due 14 days from date of invoice. After this time, the space will be available for sale to another company. 5. The balance of the full amount will be due Friday 4 July 2017. No exhibitor shall occupy allocated exhibition space until all outstanding amounts to the Conference Organiser have been paid in full. 6. All amounts are payable in Danish Kroner. Cheque/direct deposits must be made payable to ICOM-CC and forwarded to the address below. Credit card payments will incur a 4% service fee. 7. All payments must include 10% Goods and Services Tax component. 8. Acceptance of sponsorship and exhibition offers is at the discretion of the Organising Committee. 9. The Conference Organiser agrees to promote the exhibition to maximise participation. 28
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10. Cancellation Policy: In the event of a cancellation, the sponsor/exhibitor must submit the request in writing to the Conference Organiser. A fee of 50% of total fees applies for cancellations prior to 4 July 2017. No refunds will be made for cancellations after this date. After bookings have been confirmed and accepted, a reduction of the sponsorship package is considered a cancellation. 11. Sponsors / Exhibitors are not permitted to assign, sublet or apportion the whole or any part of their pac kage / booked space unless prior consent in writing from the Conference Organisers is provided. 12. Privacy Statement: In order to assist with your participation, your organisation and contact details may be shared with suppliers and contractors, and be included in participant lists and for the information distribution in respect to other related events organised by The Meeting Planners. If you object to your details being shared, please inform the Conference Organiser mb@meetingplanners.dk 13. Any event that conflicts with ICOM-CC 2017 are not permitted without prior approval from the Organising Committee. All functions and events that coincide with the ICOM-CC Conference must seek approval thsrough the Conference Organiser. 14. Placement of sponsor logo on satchel is at discretion of committee. 15. Placement of sponsor advertisements in program handbook and if the program handbook is printed in color or black and white is at the discretion of committee 16. All exhibitors must produce a valid Insurance Certificate of currency for the period of the exhibition and this must be submitted to the Conference Organiser by Friday 15 August 2017. 17. The Conference Organiser reserves the right in unforeseen circumstances to amend or alter the exact site of the location of the stand and the exhibitor undertakes to agree to any alteration to the site or the space reallocated by the Conference Organiser. 18. The Conference Organiser reserves the right to change the exhibition floor layout if necessary. 19. The Conference Organiser may shorten or lengthen the duration of the exhibition and alter the hours during which the exhibition is open. 20. The Conference Organiser agrees to provide the exhibitor with an Exhibition Manual prior to the exhibition for the purpose of communicating required actions on the part of the exhibitor. 21. The Conference Organiser reserves the right to refuse any person including exhibitor staff, representatives, visitors, contractors and/or agents entry to the exhibition if they do not hold a Conference name badge. 22. The Conference Organiser will specify conditions relating to the movement of goods and displays, prior, during and after the exhibition. 23. The Conference Organiser may arrange security onsite during the period of the exhibition but will accept no liability for loss or damage. 24. The Conference Organiser will not be liable and makes no guarantee of the number of visitors to the 30
exhibition. Equally, the Conference Organiser will not be accountable for the level of commercial activity generated. 25. The exhibitor must comply with all the directions / requests issued by the Organiser including those outlined in the Exhibition Manual. 26. The exhibitor will not display an exhibit in such a manner as to obstruct or affect neighbouring exhibitors. This includes blocking or projecting light, impeding or projecting into aisles or neighbouring exhibition spaces. 27. The exhibitor agrees to adhere to all ICOM-CC 2017 Conference venue rules and regulations. 28. The exhibitor acknowledges that the Conference Organiser has a preferred freight forwarder and agrees to comply with all instructions relating to delivery times. If an alternate freight forwarder is engaged, the exhibitor acknowledges that the Conference Organiser will not be able to provide assistance in tracking lost deliveries. The exhibitor agrees that the Conference Organiser will not be liable for any goods rejected by the venue, lost or damaged prior to the delivery date specified. 29. Official contractors will be appointed by the Conference Organiser to undertake stand construction and freight forwarding plus supply furniture, electrics and IT equipment. This is for insurance and security reasons. 30. Discounts for any entitlements not used or required will not be provided. 31. The exhibitor will submit plans and visuals of custom designed exhibits to the Conference Organiser by no later than Friday 15 August 2017. Exhibitors failing to do so may be denied access to the exhibition to build or may be requested to cease building. For further information, please contact the Conference Office, or visit www.icom-cc2017.org 31
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