terms and conditions


Acceptability of Exhibits: All exhibits shall serve the interests of the members of PATRAM and shall be operated in a way that will not detract from other exhibits or from the Exhibition. Exhibit Management determines acceptability of persons, things, conduct, and/or printed matter and reserves the right to require the immediate withdrawal of any exhibit which is believed to be injurious to the purpose of the Association. In the event of such restriction or eviction, PATRAM is not liable for any refund of exhibit fees, or any other exhibit-related expense.


Application for Space: Application for space shall be made in writing on the official application form.


Assignment of Space: Exhibit space is assigned on a first-come, first-served basis. PATRAM will attempt to honor all requests for exhibit space. Notwithstanding the above, PATRAM reserves the right to change location assignments at any time, as it may in its sole discrimination deem necessary.


Floor Plan: All dimensions and locations shown on the official floor plan are believed to be accurate. Exhibit Management reserves the right to make such modifications as may be necessary to meet the needs of the exhibitors and the exhibit program.


Payment: Full payment is required with contract in order to hold booth space.


Cancellation: PATRAM must be notified in writing in the event of cancellation or space reduction. If cancellation of exhibit space reservation occurs prior to May 15, 2022, the exhibitor will be refunded 50% of the total payment received. After May 15, 2022, no refunds will be made available.


Failure to Occupy Space: Space not occupied by the close of the exhibit installation period will be forfeited by the exhibitor, and this space may be resold, reassigned, or used by Exhibit Management. If the exhibit is on hand, Exhibit Management reserves the right to assign labor to set up any display that is not in the process of being erected by the given deadline. The exhibitor will be billed for all charges incurred.


Cancellation of Conference and Exhibition: If PATRAM should be prevented from holding the Exhibition by reason of any cause beyond its control (such as, but not limited to damage to buildings, riots, labor disputes, acts of government or acts of God) or if it cannot permit the exhibitor to occupy the space due to causes beyond its control, then PATRAM has the right to cancel the Exhibition with no further liability to the exhibitor other than a refund of space rental less a proportionate share of Exhibition expenses.


Restrictions on Use of Space: No exhibitor shall sublet, assign, or share any part of the space allocated without the written consent of PATRAM. Solicitations or demonstrations by exhibitors must be confined within the bounds of their assigned space. Aisle space shall not be used for exhibit purposes, display signs, solicitation or distribution of promotional material. Exhibits, signs and displays are also prohibited in any of the public areas or elsewhere on the premises of the meeting facilities or in the guest rooms or hallways of the hotel. Operation of sound devices is allowed if the exhibitor complies with Exhibit Management discretion on volume. Any firm or organization not assigned exhibit space will be prohibited from soliciting business at the Exhibition.


Construction of Exhibits: Exhibits shall be constructed and arranged so that they do not obstruct the general view of any other exhibit. No side wall higher than 36 inches may extend more than 4 feet from the back wall of the booth. Nothing shall be displayed higher than the back wall of the booth (8 feet high). No display material exposing an unfinished surface to neighbouring exhibits or aisles will be permitted. Exhibitors wishing to use other than standard booth equipment, signs, or materials that in any way conflict with regulations must submit two (2) copies of a detailed sketch of the proposed layout at least 45 days prior to the Exhibition, and must receive written approval from Exhibit Management.


Care of Exhibits: Nothing shall be posted on, nailed, screwed, or otherwise attached to columns, walls, floors or other parts of the building or furniture. Distribution of promotional gummed stickers or labels is strictly prohibited. Anything in connection therewith necessary or proper for the protection of the building, equipment or furniture will be at the expense of the exhibitor. All cars exhibiting in the Nice Acropolis must conform to the prevailing regulations as established by the Nice fire department. All electrical wiring must conform to Nice Electrical Code.


Fire Regulations: No combustible decoration, such as crepe paper, cardboard or corrugated paper, shall be used at any time. All packing containers, excelsior, wrapping paper, which must be flameproof, are to be removed from the floor and must not be stored under tables or behind displays. All muslin, velvet, silken or any other decoration must stand a flameproof test as prescribed by the fire ordinance ofIndian Wells. All materials and fluids which are inflammable are to be kept in safety containers. Open flames, butane gas, oxygen tanks, etc., are not permitted without the permission of the Nice Acropolis and the Fire Prevention Bureau. In addition, fog and haze machines are prohibited.


Insurance: Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify and save PATRAM, Nice Acropolis and its employees and agents harmless against all claims, losses and damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of Nice Acropolis, its employees and agents. In addition, Exhibitor acknowledges that PATRAM Nice Acropolis do not maintain insurance covering Exhibitor’s property and that it is the sole responsibility of Exhibitor to obtain business interruption and property damage insurance covering such losses by Exhibitor. A copy of your insurance certificate must be on file with PATRAM prior to exhibition.


Security: Peripheral security guard service is provided by Exhibit Management. However, it is the responsibility of each exhibitor to protect display material from loss or damage. Please be certain that all small display and personal items are secure before leaving the display — even temporarily.


Unions and Contractors: It is mutually agreed that it is the duty and responsibility of each exhibitor to install his or her exhibit before the opening of the exhibition and to dismantle his exhibit immediately after the close of the exhibition. All property is to be shipped to and from by each exhibitor. All work in connection with exhibit erection and dismantle is to be performed by Union Personnel carrying the appropriate union card. Carpenters, painters, electricians, plumbers and other skilled labor, as well as common labor and porters, will be arranged by the Exhibit Management at established rates.


Compliance: The exhibitor agrees to abide by and comply with the Rules and Regulations including any amendments that Exhibit Management may make from time to time. Exhibitor further assumes all responsibility for compliance with all pertinent laws, ordinances, regulations and codes of duly authorized local, state and federal governing bodies concerning fire, safety, and health as well as the rules and regulations of the operators of and/or owners of the property where the Exhibition is held.


Responsibility: The exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury or damages to displays, equipment and other property brought upon the exhibit premises, and shall indemnify, defend and hold harmless the exhibit facility, its owners, affiliated companies, agents, servants and employees from any and all such losses, damages and claims.


Copyrighted Music: The exhibitor assumes the entire responsibility for obtaining any necessary license agreements for the use of any copyrighted music in exhibitor’s booth space during the show.


Alcoholic Beverages: Serving of alcoholic beverages during the Exhibition is permitted only through exhibit facility’s licensed staff and service.


Conflicting Events: The Exhibitors attending PATRAM 2022 will be required, as a condition of their participation, not to support conflicting events. Conflicting events are scientific, educational or social meetings of interest and relevance to PATRAM attendees (including but not limited to lecturers, presentations, seminars or workshops) that are scheduled during the same time frame encompassed by the PATRAM Symposium technical program and International Symposium social events.