GENERAL SPONSORSHIP GUIDELINES
The following sponsorship guidelines seek to optimize industry participation while maintaining professional impartiality.
These guidelines are formulated with consideration to existing guidelines of the African Genetic Biocontrol Consortium, as described below.
- Logos, marks and/or corporate identifiers used for recognizing Congress Sponsors are limited to ‘corporate’ marks. That is, ‘parent brands’ will only be accepted. No product logos or marks will be used for recognition. Individual advertising, as permitted, may use brand names or product names, marks or identifiers.
- The Congress program agenda and contents are determined by Consortium’s Scientific Program Planning Committee, independent of influence from previous and prospective sponsors or their agents.
- Sponsorship of students, post-graduate or early career scientists is acceptable, if an academic institution makes the selection.
- Industry may not organize any functions involving Congress delegates that will conflict with educational sessions or global social events. Industry promotions should enhance the activities of the Congress and never interfere with the official program. Penalties, including the loss of first right of refusal for sponsorship, will be applied at the discretion of the Consortium.
- The name and/or logo of the Consortium or the Congress may not be used in conjunction with advertising or promotion of any kind without expressed written permission from the Consortium.
- A signed contract agreement for sponsorship will be subject to a 20% cancellation fee. Details of our cancellation policy will be outlined in your sponsorship contract. For shared sponsorship levels, benefits and hosting elements are divided among the number of sponsors.
Terms and Conditions
- Booking and Payment All prices are quoted in US dollars. Value Added Tax (VAT) is required to be paid on all packages purchased by Kenyan residents, where costs state including VAT this is quoted at the current rate at 16%. VAT is required to be applied to all packages at the rate prevailing at the date of invoicing or payment, whichever is earlier (currently 16%).
- Sponsorship packages and exhibition space will be allocated only upon receipt of the online booking form or a signed hard copy booking form (i.e. a first come, first served basis). Confirmation will be sent together with a tax invoice for the required 50% deposit. The deposit is payable within 20 days of date of tax invoice. If the deposit is not received within this timeframe, you relinquish your right to the requested sponsorship package and exhibition space. The balance will be invoiced on 1 February 2025, to be paid by 20 February 2025. Applications made after 1 February 2025 must include full payment. All payments should be made in US Dollars by bank transfer or credit card (Please note there is a credit card fee of 2.8%). All payments due must be received by the Consortium prior to the Congress. No sponsor will be allowed to set up their exhibition stand at the Congress until full payment has been received. Sponsors may not assign or sublet any part of their exhibition space.
- The Organizing Committee may need to make changes to the floor plan; however, changes will not be undertaken without prior discussion with the companies affected. Sponsors consent to their contact details being shared with Congress suppliers and contractors.
- Cancellation Policy If notification of cancellation of sponsorship is received in writing: prior to 10 January 2025, you are liable for 50% of the package selected from 10 January 2025, you are liable for 100% of the package selected. The Organizing Committee reserves the right to cancel the Congress in case of circumstances beyond its control. In such a case all monies paid to date will be refunded in full less any expenses incurred. The liability of the organizers will be limited to that amount. All property, display materials and vehicles under the control and custody of the Exhibitor are understood to remain under the control and custody of the Exhibitor and therefore the total responsibility of the Exhibitor in relation to insurance protection and coverage in transit to, within the confines of the exhibition boundaries and in transit to and from the confines of the exhibition venue and its boundaries and for the total duration of an Event from the commencement of the set up through until an Event site is vacated.
- The Organizer provides 24-hour monitoring of the site by event staff and overnight security by accredited security services from the official start of set up (the official set up times may vary and will be advised in event publications and upon checking at an Event) through until 8am on the day after the last day of an Event. The Organizer is not responsible for any damage to or loss of goods of the Exhibitor or its servants, staff, agents or contractors due to any reason whatsoever. Exhibitors and others are not permitted to connect or otherwise interfere with the electrical, gas, water, or other fittings within a venue or at the grounds where an Event is located. Any such connections or alterations need to be approved by the Organizer and the host venue and would then be carried out at the expense of the Exhibitor. All electrical items brought to an Event MUST HAVE valid electrical certification tags on them, including extension leads and power boards. Exhibitors who have ordered power and require more than one power outlet, must bring their own additional power leads and power boards. It is an inherent obligation of the Exhibitor and Sponsor to provide proof of currency of public liability insurance in accordance with the date set out in the Event Information – Public Liability Certificate of Currency Due Date set out in an Event specific terms and conditions. The Exhibitor and/or Sponsor will ensure that such public liability insurance is to the value of $20 million prior to allowing access to an Event. The Organizer recognizes that Exhibitors and Sponsors securing site space at a number of Events will only need to provide Certificates of Currency of Insurance once yearly valid for the period of all Events to which the Exhibitor and/or Sponsor are attending. The Exhibitor and Sponsor acknowledge that Event sites can be hazardous. Exhibitors and Sponsors are required to take due care and attention in order to prevent injury and property damage. The Organizer cannot be held responsible nor liable for damage caused by the act or omission of an Exhibitor or Sponsor. The Exhibitor, its servants, agents, licensees, contractors or subcontractors will be responsible for complying with workplace health and safety standards at all times. Exhibitors, contractors, delivery drivers, etc. MUST wear high visibility vests and closed in shoes during the set up and bump out hours of an Event. Children are not permitted on site at a venue during set up and bump out times
Exhibition Opportunities
The Congress offers you exposure to the many delegates of the conference and the opportunity to showcase your products and services to a global pool of customers. The exhibition area has been designed to provide the best possible promotional opportunities to participating companies. The exhibition will provide delegates and exhibitors with excellent opportunities to network and will be placed in the beautiful and spacious foyer of the hotel outside the conference rooms.
Booth details (Limited Spaces Available)
- Basic booth 3m x 3m (option to buy several booths to get more sqm).
• Basic light and power system
• 1 standard table and 2 chairs
• 1 Dustbin
• Walls and facia for own branding if need be
Additional exhibitor passes can be purchased for 350 USD.
Your booth standard size
Application for Exhibit Space
The application for exhibit space is provided within this Exhibitor’s Prospectus. The full amount due for exhibit space must accompany the application to be processed.
Exhibition Schedule
Exhibitors will set up their booths from March 16th, 2025
Exhibitors will be required to remove their displays on March 21, 2025
Installation and Dismantling
Exhibit move-in for freight shipped through the Exhibit Service Contractor will begin at 12:00 pm on Sunday, March 16, 2025. All booths must be prepared for a walk-through by 5:00 pm on Sunday, March 16, 2025. Exhibit space must be claimed by 5:00 pm on Sunday, March 16, 2025 or it will be subject to reassignment without a refund. If the exhibit is on-hand, African Genetic Biocontrol Consortium reserves the right to assign labor to setup any display that is not in the process of being erected by 5:01 pm on Sunday, March 16, 2025. The charge for this labor will be billed to the exhibitor.
Exhibitors must refrain from dismantling their exhibit or do any packing until after the close of the congress at 5:01 pm on Friday, March 21, 2025. All exhibits are expected to be dismantled immediately after the congress. The handling, placing, or setting of merchandise that is to be displayed does not require union labor and may be done by the exhibitor.
Handout Materials
The expectation for all handout materials is to be professional in nature. African Genetic Biocontrol Consortium reserves the right to remove any material that they believe to be inappropriate.
Terms and Conditions).
Terms and Conditions
Liability
Exhibitors agree to protect, save, and hold the African Genetic Biocontrol Consortium, the host hotel, and all agents and employees thereof (hereinafter collectively called Indemnities) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitors or those holding under the exhibitor, and save and hold harmless the Indemnities against and from any and all losses, costs, and damages from or out of or by reason of said exhibitor’s occupancy and use of the exhibition premises, the hotel, or any part thereof.
Shipment & Customs Information
Exhibitors are encouraged to ship any merchandise they wish to display in advance to avoid delays with customs and clearance.
Exhibit Terms and Conditions
DEFINITION OF MANAGEMENT
The word “management” used herein, and subsequent regulations shall mean African Genetic Biocontrol Consortium, its agents or employees acting for it, and the management of the exhibit.
SPACE RENTAL
- STANDARD BOOTH: All standard booths are 3′ x 3′. Booth construction includes a draped background and side rails with drapery, a standard booth sign carrying the company name and booth number, security guard service, aisle cleaning, and two (2) onsite exhibit personnel per booth. Carpeting is not included.
- FLOOR PLAN: All dimensions and locations shown on the official floor plan are believed, but not warranted, to be accurate. The management reserves the right to make such modifications as may be necessary to meet the needs of the exhibitors and the Exhibitor’s Prospectus.
- CANCELLATION OF SHOW: In the event that fire, strike, or other circumstances beyond the control of the management causes the exhibit to be cancelled, a full refund of exhibit rental fees will be made.
- FURNISHINGS: Furniture and/or additional draping, accessories, signs, electrical outlets, carpet, etc., are the sole responsibility of the exhibitor and should be ordered in advance from the Exhibit Service Contractor on the forms that will be provided.
CANCELLATION OF EXHIBIT CONTRACT
- CANCELLATION: Exhibitor cancellations prior to January 10, 2025 will receive a 90% refund; exhibitor cancellations between January 10, 2025 and February 10, 2025 will receive a 50% refund; exhibitor cancellations after March 1, 2025 will not receive a refund.
- FAILURE TO PAY: Failure to remit the balance of booth rental by the date specified on the application form constitutes cancellation of contract, and the reserved space will be subject to resale without refund of deposit.
- FAILURE TO OCCUPY SPACE: Space not occupied by the close of the exhibit installation period as specified in this Exhibitor’s Prospectus will be forfeited by the exhibitor and their space may be resold, reassigned, or used by the exhibit management without refund, unless prior approval is obtained, in writing, from the exhibit management. If the exhibit is on-hand, the exhibit management reserves the right to assign labor to setup any display that is not in the process of being erected by the given deadline and to instruct the exhibitor be billed for all charges thus incurred.
GENERAL
All matters and questions not covered by these regulations are subject to the designation of management.