Exhibition Management (download pdf)


The words "Exhibition Management", or "Management", refer to the French Vacuum Society (SFV), its officers, employees or agents.


1 / Location and duration

The 19th International Vacuum Congress, henceforth referred to as IVC-19, will take place at the Palais des Congrès de Paris (Paris Convention Centre), France - from 9 to 13 September, 2013. The exhibition will be running alongside the  conference from 10 to 12 September 2013.


2 / Booking form and payment

Each potential exhibitor is required to mail or fax the Exhibit Booking Form to SFV together with a 30% non-refundable deposit of the total booth space in order to validate the booking. The balance must be settled 60 days before the event, no later than 12 July 2013. The closing date for registration is 15 June 2013. Exhibitor applications received after this date shall be put on a waiting list in the chronological order in which they have been received. Any exhibitor  registering after 15 June 2013 will have to pay the whole participation fees when booking.
Exhibition Management has the right to approve/disapprove applications, demonstrations, exhibits or promotions to be presented at the IVC-19 Exhibition.


3 / VAT

Exhibitors and sponsors to the IVC-19 will be charged a compulsory VAT on the total amount of services ordered, by the Exhibition Management.
Non-French companies having a VAT number are waived of French VAT.
Others Non-French companies are entitled to claim a refund of this VAT payment from the French tax authorities at the "Recette des Non-résidents".
Phone: +33 (0)1 57 33 82 00
Open from Monday to Friday
09:00 - 12:00 and 13:00 - 16:00


4 / Booth sharing

Any two separate organisations may share a booth, but only one of the organisations may submit an application and payment on behalf of both organisations. The Exhibition Management will only deal and contract with the first organisation listed on the application. Extra tables, chairs or registrations for shared booths are not provided. In the event that one exhibitor withdraws from the exhibition, the company or organisation with which they are sharing a booth will be responsible for the full amount of the booth fee. The Exhibition Management does not match companies for booth sharing, nor does it allow more than two companies to share one booth. An extra cost of 500 Euros will be requested for the second organisation to appear in the exhibition catalogue.


5 / Exhibition plan and booth allocation
The payment of the 30% deposit is required to select a booth. Exhibitors will choose their booth location on a first-come, first-served basis, according to a provisional exhibition plan. However, the Exhibition Management reserves the right in its sole discretion to make changes in the final plan if necessary. Relocation will be arranged with the  exhibitor.
Each exhibitor is required to have at least one person monitoring its booth at all times during the IVC-19 Exhibition hours.


6 / Delivery of equipment 

Exhibitors must necessarily use the carrier contracted by the Exhibition Mana gement. No deliveries will be made directly on site before and during the exhibition. The carrier will delivered on each booth the exhibitor's equipment. Information regarding the carrier will be provided in the Exhibitor Instruction Manual.
However, the exhibitor can bring small parcels less than 60 cm in any direction, maximum weight 7 kg on the day of its installation.


7 / Installation and dismantling
Installation and dismantling hours are indicated in the Exhibition and  Sponsorship Brochure and in the Exhibitor Instruction Manual.
All booth installations must be completed by Tuesday 10 September at 13:00.
All booth teardowns must be completed by Thursday 12 September at 21:00.
The Exhibition Management reserves the right to make change in the exhibition
hours and dates; any such changes will be made known as far in advance of the Exhibition as possible and exhibitors will be notified accordingly.
It is not permitted to set up or break down stands during the Exhibition.
Booth dismantling is not permitted until Thursday 12 September at 18:00. Exhibit materials not removed from the hall by the time specified will be removed by the Exhibition Management at the exhibitor's expense and liability.
Worker passes are necessary for all unregistered installation and dismantling
staff who wish to access to the exhibition premises during installation and dismantling hours.
The Exhibition Management disclaims all responsibility for structures and installations built by exhibitors. Any damage to the premises and facilities where the show takes place caused by the exhibitor or through his facilities, equipment or goods is his responsibility.


8 / Badges
Exhibitor badges must be worn at all times for admission to the Exhibition Hall. Booth personnel must pre-register via the Exhibitor Instruction Manual, which will be sent in April 2013.
Badges may be picked up at the exhibitor registration desk during published registration hours. No one will be admitted to the exhibit area without a badge.


9 / Exhibitor's catalogue
The Exhibition Management will edit an official catalogue of the exhibition, distributed for free to all participants (congress delegates, exhibition visitors and exhibitors).
Exhibitors will provide details to be published in the exhibition catalogue, through the Exhibitor Instruction Manual.


10 / Restrictions
The Exhibition Management reserves the right to restrict or prohibit exhibits which, because of noise, method of operation or any other reason, are objectionable or otherwise detract from or are out of keeping with the character of the Exhibition as a whole. The Exhibition Management may prohibit installation or request removal or disconti nuance of any exhibitor or promotion which, if continued, departs substantially from exhibitor's preapproved design and description. In the event of such restrictions, prohibitions or removal, no refund can be claimed.
No exhibitor will be permitted to display or distribute literature outside the confines of the assigned booth space in the Exhibition area.


11 / Damages
Exhibitor is liable for any damage caused by exhibitor, exhibitor's agents, employees or representatives to building floors, walls, or columns, or to standard booth equipment, or to other exhibitor's property. Exhibitor may not apply paint, lacquer, adhesive or other coatings to building columns, floors or walls, or to standard booth equipment.


12 / Security
The Exhibition Management is not responsible for any loss or theft of exhibitors materials. Although the Exhibition Management will provide security during exhibitors install, tear down and when the exhibit hall is closed to the public, exhibitors agree to retain sole responsibility at all times for the security of all exhibit materials. Exhibitors are strongly encouraged not to leave items of value unattended in booths.


13 / Insurance
Exhibitors must insure themselves against risks of damage and theft. When an  exhibitor signs the registration form, he binds himself to take out insurance and to forgo all claims on the Exhibition Management in the event of loss or damage.
The Exhibition Management assumes no civil liability other than that concerning its stated functions and, similarly, it assumes no responsibility for objects exhibited, apparatus or rented articles, or any damage caused by third persons to said objects.


14 / Cancellations
All cancellations must be notified in writing to the Exhibition Management. In case of cancellation, the Exhibition Management will retain and the Exhibitor shall remain liable for a percentage of the booth fees according to the following schedule:
- for cancellations received on or before 31 March 2013, 30% deposit,
- for cancellations received between 1st April 2013 and 31 May 2013, 50% of the total cost
- for cancellations received after 31 May 2013, 100% of the total cost.
Any refund for cancelled exhibit space will be made after the completion of the exhibition.
On sponsorship actions, no refund will be made.


15 / Occupancy default
Any exhibitor failing to occupy space contracted for shall not be relieved of rental fees nor entitled to a refund. If not occupied by the time set for completion of the installation of the displays, such space shall be taken by the Exhibition Management, and re-allocated or reassigned for such purposes.


16 / Jurisdiction
Any and all matters or questions not specially covered by these regulations will be subject solely to the decision of the Exhibition Management. The contracting parties declare that they agree to submit any dispute that may arise out of the  execution or interpretation of these regulations to the jurisdiction of the civil tribunal of the city of Paris.

Important dates

6 September 2013

Deadline for Registration to Reception

8 September 2013

Registration desk opening: 16:00

9 September 2013

Opening Ceremony: 09:00

10 September 2013

Opening Exhibition: 14:00

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