Exhibition Manual

Deadline for Delivery of Stand Design Blueprints: 23.09.2016

 

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General Information

Congress & Exhibition Organisers / Management
World Energy Council
62-64 Cornhill London
EC3V 3NH,
United Kingdom
T: +44 (0) 20 7734 5996
F: +44 (0) 20 7734 5926
E: kaya@worldenergy.org

 

23rd World Energy Congress Organising Committee
Oğuzlar Mah. Çetin Emeç Bulvarı
1364. Sokak No:4/1 Balgat, Çankaya
06520 Ankara / Turkey
T: +90 (312) 442 8278
F: +90 (312) 441 9610
E: dektmk@dektmk.org.tr

 

ACPT / Professional Congress Organiser
ICC B3 Floor No:3 Taşkışla Caddesi
Harbiye 34367 Istanbul / Turkey
T: +90 (212) 233 3240
F: +90 (212) 233 3286
E: info@wec2016istanbul.org.tr

 

Congress Venues

ICC - Istanbul Congress Center
Harbiye 31156, Taşkışla Cad. Istanbul, Turkey
T: +90 (212) 233 3240
F: +90 (212) 233 3236
E: exhibition@wec2016istanbul.org.tr

 

ICEC – Lutfi Kirdar Convention and Exhibition Centre
Harbiye 34267 Istanbul, Turkey
T: +90 (212) 233 3240
F: +90 (212) 233 3236
E: exhibition@wec2016istanbul.org.tr

 

Banks and Currency Exchange
In Turkey, the currency is the Turkish Lira (TL). Foreign currency can be exchanged at the airport as well as at private exchange offices which can be found throughout the city and are open from 8:30 to 20:00 hrs. In addition, Traveller’s Cheques and Eurocheques can be cashed at the local banks which are open between 8:30 and 17:00 hrs.

The major credit cards (such as Visa, MasterCard) are accepted in all Turkish restaurants and shops.


Climate and Dress Code
Istanbul enjoys a warm climate with occasional cool breezes from the Bosporus. In October, the weather in Istanbul is usually warm and sunny with degrees around 15 – 20 °C. The dress code will be informal throughout the Congress

Electricity
The electric current is 220V AC with a frequency of 50 Hertz. European standard plugs with two round pins are used.


Time Zone
Turkey is two hours ahead of Greenwich Mean Time (GMT) and seven hours ahead of Eastern Standard Time (EST)

Visa Application
Delegates requiring an official letter of invitation in order to obtain a visa and authorisation to attend the Congress should direct a request to the Congress Secretariat in Istanbul at exhibition@wec2016istanbul.org.tr. Please be informed that a letter of invitation will only be issued to registered delegates and when World Energy Congress PCO  has received full payment.

All delegates travelling to Turkey must present an approved travel document (passport or identity card) and delegates from many countries will require a visa to enter the country. Delegates are encouraged to apply for visas early (at least two months before departure), and to ensure all requested documentation is submitted with the application. Applications must be submitted in person at the Turkish representation in the respective country. Delegates are urged to contact their nearest Turkish embassy or consulate as early as possible to determine where your application should be made and how long this process will take.

Please note that if visa is refused because the visa application was made too late or was incomplete, the registration fee cannot be refunded.

Smoking policy
In accordance with the policy of the WEC, this is a non-smoking event.

Meals
Coffee/tea and lunchbox is included in the registration fee and will be served daily.

Catering for purchase
Small hot and cold dishes such as sandwiches, salads, cakes and beverages will be available for purchase at the Catering areas in the ICC & ICEC Main Building Ground Floor Foyer and in the Rumeli Lower Level (seated area).

Transportation
Istanbul has a good public transportation network of buses, trams and underground trains. The Congress Venues are located in the heart of the city's business and cultural centre, allowing the delegate easy access to municipal, domestic and international transportation networks.


Distances:

-  24 km / 14.3 miles from Atatürk International Airport (approx. 30 minutes by taxi)

-  5 km / 3 miles from Sirkeci train station, terminal of the Orient Express

-  100 m from Harbiye bus stop on the Taksim-Sisli line

-  500 m from Taksim Metro Station linked to the city's new underground system

 

Bus: The Airport Shuttle Bus (Havatas) takes approximately 40 minutes depending on the traffic to Taksim Square.

Metro: You can take the metro from the airport to Aksaray station on the Airport-Aksaray line, where you can connect to the city tram & bus system.

Taxis: Taxis or dolmus (shared taxis) are available from the airport. A taxi into the city centre is the quickest option - it takes around half an hour and costs about 24 EUR. Although taxis are expensive in comparison to other means of transportation, they are cheap in comparison to most Western European countries. As the price is metered, one should pay attention to be sure the driver turns on the meter. Please choose to take the official taxis that are coloured yellow. A dolmus is a shared taxi or minibus running a predetermined route, with each passenger paying only a part of the normal total fee.

Car Parking
Cars cannot be parked at the ICC garage. Within the framework of security measures, we recommend that you use alternative transportation options instead of your personal vehicle.

Exhibition

Exhibition will take place in Istanbul Congress Center (B4 & B5 Floors) together with the congress. Exhibition floorplan has been designed to maximise Exhibitors’ exposure to the delegates.

Rental of a stand area includes;

  • Exhibitor’s logo to be placed on the congress website with hyperlink of Exhibitor’s company website.
  • A 100-words company profile to be placed on the congress website, and to be published in the Final Program & Abstracts.
  • 2 exhibitor badges for every 12 sqm stand area. 
  • The exhibitor badges include lunches to be served during the congress.
  • Additional exhibitor badges will be subject to an additional cost of 150 EUR + VAT per badge.  
  • Any additional items, such as shell scheme module, furniture, floral decoration, catering and AV requirements for the stands will be available in the Exhibition Portal.

Exhibition Portal

  • You can easily complete all your orders (Furniture rental, Hostess services, Cleaning services, Internet, Plants & floral arrangements, Security, Cleaning, Printing etc. ) from our state of the art exhibition portal.
  • All exhibitor companies can log-in and complete their orders via exhibition portal by using the username & password specially created for each company.
  • Log-in credentials will be sent to the exhibitor companies via e-mail no later than October 1st.
  • If you have lost your password or have problems logging on the exhibition portal please contact : exhibition@wec2016istanbul.org.tr

Floor Plans

Floor Plans are available at the congress website. Please Click here for Floorplans.

Exhibition Dates and Opening Hours

The exhibition will be open during the following times. The Congress Organisers reserve the right to modify these times if needed.

Sunday           9 October 18.00 – 21.00 Sunday 
(Only protocol, speakers and exhibitors)

Date For Exhibitors For Visitors
Monday        10 October 10 am – 19 pm Closed
Tuesday        11 October 10 am – 19 pm 11 am – 19 pm
Wednesday   12 October 10 am – 19 pm 11 am – 19 pm
Thursday       13 October 10 am – 19 pm 11 am – 19 pm

Food and Beverage

Note that catering must be ordered from the exhibition portal – Exhibitors are not allowed to bring in their own catering firms or food. Exceptions may be made for samples of food from outside Turkey which may be distributed as marketing. ICC, ICEC and the Exhibition Organisers reserve the right to cancel/stop such activities should it be deemed necessary, without incurring any responsibility and/or being liable for compensation to the Exhibitor. The Exhibitor may not sell food or drink for consumption at the Venue.

Exhibitors who wish to bring in their own company branded food or beverages must communicate with World Energy Congress PCO, who will charge a stand back/corkage fee.

Cleaning

The Organisers are responsible for the cleaning of the aisles and public areas within the Exhibition areas on a daily basis. Daily cleaning of the Exhibition stands can be ordered from the exhibiton portal. Without the order, no stand cleaning will be provided. Cleaners will only vacuum stands and remove rubbish, they will not clean exhibits or counter tops. The Exhibition cleaning schedule will be agreed and approved by the Organiser and World Energy Congress PCO.

Electricity

Monophase and triphase power lines are available in the both ICC & ICEC Rumeli Halls. Electricity will be available to order from the exhibition portal. All electrical mains connections will be carried out by the official stand builder. Note also that electricity for build up/dismantle must be ordered separately to the electricity supplied during exhibition hours.

Badges – Contractor Access Passes

Access passes will be issued to all exhibiting personnel and their contractors for both the build up and break down periods.

No access will be allowed into the exhibition areas without a valid access pass. This information should be forwarded to your official contractor, if necessary, so that they have the relevant information. Each Exhibitor is entitled to 20 Contractor Build-up Passes. The passes will be available at the Exhibition Services Desk in ICC & ICEC  upon arrival.

Badges – Stand Personnel

Access to the Exhibition during opening hours will be granted only to people registered for the Congress (not accompanying persons) and wearing their badges. Access to the Exhibition areas half an hour prior to opening and half an hour after closing during official Congress days, will be granted only to Exhibitors wearing their WEC 2016 ISTANBUL Badges. Contractor Badges will be issued during build up and dismantling. Misuse of Exhibitor Badges or any other method used to assist unauthorized personnel to gain admittance to the exhibition area will be cause for expulsion of the Exhibitor and representatives from the exhibition area. All Exhibitors are assigned a quota of Exhibitor Badges and Full Registration Badges based on the size of their stand. The exhibitor badges include coffee breaks and lunches to be served during the congress and access to the Welcome Cocktail as well as the Gala Dinner of the Congress.

Additional exhibitor badges will be subject to an additional cost of 150 EUR + VAT per badge. The badges will be available at the Exhibitors Desk in ICC & ICEC from Sunday 9 October, 2016.

Final Programme – Company Profile

Each Exhibitor will be listed in the Final Programme and may have a maximum of 100 words (excluding name and address) free editorial copy (Company Profile). No product brand names are allowed in the Editorial Entry. Exhibitors should complete and return the Exhibitors Final Programme Editorial Entry Form which will be sent to each exhibitor upon receipt of the signed contract to ensure that the details in the Programme are correct. Please email entries to exhibition@wec2016istanbul.org.tr.  In case of no reply by the deadline of 1 October 2016, we will consider that you agree to have only the name, address and stand number of your company published.

Water and Waste

There are limited possibilities to order water and waste for the stands and there will be no supply of water or waste disposal during the build up/break down periods from any of the stands. Water supplies and waste connections may be ordered directly from World Energy Congress PCO.

Note especially that Exhibitors are not permitted to use open, flowing, sprayed or atomised water (for example in whirlpools, fountains, air humidifiers, stand-alone air conditioning units, high pressure cleaning systems etc) unless the following conditions are fulfilled:

  • Exhibitors wishing to use water within the confines of the exhibition hall MUST obtain the supply from a potable water mains source. Water obtained from the fire hoses will set off the fire alarm system, is NOT potable and may not be used under any circumstances.

  • Water which is outside the Legionella risk category (i.e. colder than 20C and hotter than 60C) should, wherever possible, be changed daily and preferably more often. It is recommended that thermometers be used to demonstrate that the water is too hot or too cold to pose a health risk.

  • Water that comes within the risk category (i.e. between 20C and 60C) may be used in whirlpools and fountains etc, provided that at least 0.3 milligrams of chlorine per litre of water has been added and that the water is changed at least twice a day, if not more. It is recommended that other disinfecting measures (e.g. ozone) be used as well.

Exhibitors are required to co-operate in all conceivable tests, samples or spot check inspections that may be carried out by the Exhibition Organisers and other official bodies.

Freight Forwarding

The exhibition management has appointed Expo Logist International as the sole and official forwarding agent and site handling contractor for WEC. Please contact Expo Logist directly for all prices and necessary information.
All goods arriving from outside Turkey are subject to Customs procedures and please note that there are different deadline dates for goods which need to be packed into the Delegate Bags.
Some of the procedures can be quite complicated and it is important that the correct documentation accompanies each shipment. Please contact Expo Logist International if you have any queries at all.

 

Contact : Mr. Ali Erdem
Adress

:Giyimkent, C3 Blok, 8. Sok.B194 No:122/1
Atışalanı, Esenler Istanbul – Turkey

T : +90 (212) 438 3880
F : +90 (212) 438 39 57
E-Mail : ali.erdem@expologist.com
Website : www.expologist.com

 

Official Forwarder

ExpoLOGIST is elected to coordinate the international freight forwarding, import-export customs clearances, on-site handling/logistic coordination and delivery of overseas shipments destinated for the “ WEC 2016  Istanbul / TURKEY , 09-13.10.2016 “

In order to secure the on time delivery of your shipments please pay attention to the very important information’s given below:

1. The goods should be consigned according to the instructions given by ExpoLOGIST. Documents (ATA- Carnet, invoice, Air waybill ) should also be prepared according to these instructions. Wrong shipping documents will cause delay in the customs.

2. All logistics services such as loading, unloading, handling and storage in the venue/congress area will be provided by ExpoLOGIST. Besides in the venue area only ExpoLOGIST equipments and personnel available and other companies are not allowed to enter the venue with their own equipments and personnel. It is possible for the exhibitors to have their own employee and work during build up period.

3. ExpoLOGIST is approved to clear goods in the Turkish Customs which are destinated for     “ WEC 2016  Istanbul  ” and consigned according to their shipping instructions. If a third part is involved in customs clearances of the shipments and has problems in the Turkish Customs, neither ExpoLOGIST nor the organizers will be responsible for delayed or not delivered shipments.

4. Please note that also currier shipments are subject to customs examination in Turkey. In fact, most part of currier shipments are getting stuck in the customs upon arrival in Turkey. Therefore it is very important to not consign your currier shipment to the hotel-venue or to any person! To ensure that your currier shipments will be released from the customs in such a case it MUST be consigned to ExpoLOGIST, as otherwise they will not be able to assist you with the clearance of your shipment.

 

 

Storage Space On Site

The Exhibition Organisers offer storage space for rent within ICC & ICEC If you have arranged a storage area with the organiser, Expo Logist can arrange deliveries from the storage to your stand during the show. Please contact Expo Logist for prices and details.

Empty Case Storage

Expo Logist will arrange the collection, storage and return of all packing cases and materials. Please note access to these items might not be available during the show, as storage will probably be off site.

Trolleys and Fork Lifts

Please be advised that Exhibitors, non-official contractors and other freight forwarders are not allowed to operate pallet truck & forklift inside the halls. Please contact the official freight forwarder if you want to order trolleys.

Fire Regulations

All Exhibitors must use fire-safe and fire retardant materials in the construction of their stands. No pyrotechnics, open flames, stoves, braziers, etc will be allowed without prior permission. Blocking the emergency tracts, obstructing admission to fixed installation of fire fighting appliances and fire extinguishing equipment and admission to patch boards as well as placement of construction material in the emergency tracts and exits are prohibited. In case of an evacuation order, all Exhibitors and contractors shall follow instructions in accordance with ICEC & ICC emergency procedures. The evacuation instructions will be distributed to all Exhibition stands upon check-in at the Exhibitors Services Desk.

Hotel Accommodation

Exhibitors are advised to make their reservations via the official accomodation provider of WEC 2016 Istanbul:

E-mail   : benan@wec2016istanbul.org.tr

Free-Build Exhibitors

  1. Drawings of all free build stands must be submitted for approval to the Exhibition Management no later than 1 september 2016. Contact details of the contractor appointed to build your stand must also be communicated to us.
  2. Please note that two copies versions of the working drawings should be submitted and must show the name of the show = World Energy Congress PCO company name, stand identification number and stand measurements, including building heights. Full details of how the structures are supported must be supplied with the working drawings.
  3. All working drawings should be to a reasonable scale, but not less than 1:100. Original copies must be submitted either by email or post; faxed copies are not acceptable.
  4. All stand designs with a raised platform must incorporate a wheelchair access ramp on at least one of its open sides. This ramp must be within the build up area of the stand and may not extend into common gangways or aisles. Any stand incorporating closed rooms/theatres with covered ceilings may be subject to approval on emergency lighting and exit width. Please submit copies of the drawings as in a, above.
  5. All structures, materials, special designs, unusual constructions and all signs shall conform to EU safety standards and codes of practice and comply with all relevant statutory authority regulations. Any display work or materials contravening this clause must be modified to meet requirements.
  6. It is every free build Exhibitor’s responsibility if sharing a space to provide partition walls between themselves and their neighbours. These walls must be a minimum of 2.5m in height and the outside face of the walls must be clean, white coloured and free of any decorations or logos.
  7. An Island Stand is exhibit space with aisles on all four sides. Full use of the space is permitted, but the design of the stand must allow for see-through visibility and accessibility from all four aisles. An exhibitor whose stand is adjacent to island stands should expect the same sight line from the aisle as they would expect as if they were adjacent to an exhibitor with a standard stand.
  8. Exhibitor will be permitted to span an aisle by ceiling or floor covering only with prior approval from the organisers. Floors will be marked before your move-in time.
  9. Part of the flooring of the Rumeli Ground Level is already carpeted. If your stand falls on the area that is already carpeted, the Exhibition Organisers will arrange nylon covering for these areas and you must build your stand on top of this covering. You must lay a hard floor of at least 2cm high as a base between two carpet layers.
  10. It is the responsibility of free build Exhibitors to observe the building, fire and health and safety regulations of the Venue.

Please contact the World Energy Congress PCO directly in case you need any clarifications on the facilities in the Exhibition Areas.

Security – Insurance

The security of the exhibition area (exhibition entrance, installation, exhibition days, during gathering and evacuation) is provided by the security company to be determined by ICC & ICEC 24 h a day basis. The exhibition area is controlled by means of security guards and cameras. However, camera control is for ensuring general security and order and not for the purpose of stand security.

The security guards are authorized to give warnings and take precautions they consider necessary related with the safety, theft, unauthorized and illegal entries and also related with the restrictions and prohibitions placed in the participator guide. The personnel of the participating company are responsible to conform the rules specified in the exhibitor guide besides the warnings and precautions informed by the concerned security company. Exhibitors are responsible themselves for internal security of stands. However, exhibitor / exhibitors may hire stand security guard and/or equipment against remuneration from ICC & ICEC fair management provided that they require additional security measures.

ICC & ICEC fair management has the insurance covering its own responsibilities and public responsibilities in exhibitor’s favour. The exhibitor is needed to have its own private insurance for financial losses arising from the possibility of cancelling or leaving of any fair, or damages or losses in stands or materials to be occurred incidentally or intentionally.

Exhibitors are requested to use common sense precautions at all times and to ensure that all stand personnel wear identity badges. Should any suspicious or unidentified articles be discovered, they must be reported to the Exhibitor Services Desk immediately. The security provided by the Organisers has been implemented to prevent unauthorised access to the hall and not to secure the contents of your stand. Each Exhibitor is responsible for their property and necessary precautions should be taken.

The exhibitor undertakes all health insurance liability of the stand staff or the employees who work in stand construction. It is forbidden to employ uninsured employees in the fair area.

Movement of Materials

Materials, merchandise, machinery or any other product or equipment must be moved with care in order to protect the venue floor, and dragging or pulling items that may affect or damage the floor must be avoided.

Gangways must be kept clear at all times and free for passage. Any Exhibitor who continues to cause obstruction or nuisance after notice has been given will be liable to have his stand closed by the Organisers at the Exhibitor’s expense and risk.

Exhibitors will not be allowed to display exhibits in such a manner as to obstruct light or impede or project over gangways or affect the display of neighbouring Exhibitors. It is strictly forbidden to cross corridors or common areas with electric wiring or hazardous installations.

Noise Levels

Companies planning to have any P.A. or audio-visual equipment on their stand should note that all audio speakers must be facing inwards within the stand and not facing the gangways. Noise levels from the use of these systems must be kept low and within acceptable limits, and should not disturb any neighbouring stands. In case of any complaints, the Exhibition Organisers reserve the right to request that the audio/video system be muted/switched off. Turkish licensing regulations apply when playing music in public areas, and Exhibitors are required to obtain the necessary permits.

Rigging

Companies planning to rig banners etc. from the ceiling are advised to contact World Energy Congress PCO for weight check and more information.

Set-up Schedule (ICC Main Building)

Exhibition Dates and Opening Hours

The exhibition will be open during the following times. The Congress Organisers reserve the right to modify these times if needed.

Sunday 9 October 18.00 – 21.00 (Opening Ceremony, only exhibitors and speakers)
Monday 10 October 10.00 – 19.00 (Only exhibitors)
Tuesday 11 October 10.00 – 19.00  
Wednesday 12 October 10.00 – 19.00  
Thursday 13 October 10.00 – 19.00  

 

Set-up Schedule    (ICC Main Building)

Wednesday 5 October 2016  08.00 - 24.00 Booth Set up (raw spaces only)
Thursday 6 October 2016  08.00 - 24.00 Booth Set up (raw spaces only)
Friday 7 October 2016  08.00 - 24.00 Booth Set up (raw spaces only)
Saturday 8 October 2016  08.00 - 24.00 Booth Set up (raw & shell scheme)
Sunday 9 October 2016  08:00 - 12:00 Shell scheme decoration only

Due to general cleaning reasons on Sunday 9th October 2016 (end of set-up), all aisles have to be free of any stand building material by 12:00! Thank you for your understanding!

 

Dismantling Schedule

Dismantling will start at 23:30 on Thursday 13 October and will be possible non-stop until Saturday 15 October, 13.00.

Dismantling Schedule

Dismantling will start at 23:30 on Thursday 13 October and will be possible non-stop until Saturday 15 October, 13.00.

Maximum Build Heights

ICC Main Building

B5 (C01   to  C164) : 2.50 m
B5 (C165 to  C283) : 4.50 m
B4 (D01  to  D139) : 3.00 m

 

Shell Scheme Stands

Shell scheme stands will be provided by the Congress organisers. Shell schemes will be set up during the build up days, and Exhibitors will have access to their areas from 08:00 – 22:00 on Saturday 8 October 2016 & on Sunday 9 October from 08:00 – 12:00.

A standard 12 m ² includes:

  • White walls
  • Fascia board
  • Company name on fascia board
  • Electrical socket (triple)

Shell scheme stands are as standard set up with 3 walls. Please inform World Energy Congress PCO before 10 September 2016 if you do not wish all 3 walls to be set up.

shell sheme stands

 

Shell Scheme Stands Name Boards

Each shell scheme stand will be provided with a fascia name board. If you have purchased the Shell Scheme Package you are entitled to a free name board as part of your stand. Company name will be listed in blue lettering with a maximum of 20 characters.

Terms and Conditions

Subleasing / Access

Unless previously approved by the Organisers, partially or wholly subleasing or otherwise relinquishing a stand to a third party as well as private agreements for exchange of stands or floor space between two Exhibitors is prohibited. In the event of an Exhibitor failing to take possession of their stand the Organisers have the right to re-allocate the stand and all monies paid shall be forfeited. The Exhibition Management reserves the right to enter a stand at any time.

Payment

The Organisers will accept payment in € Euros and reserve the right to pass on bank charges that may be incurred for payment in any other currency. Any Exhibitors who have not paid in full for their exhibition space prior to the build date will not be permitted access to their stand. On site payments must be made on the spot with credit cards.

Exhibition Layout

The Exhibition Organisers reserve the right to change the exhibition floor layout if necessary. The Exhibition Organisers reserve 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 re-allocated by the Exhibition Organisers.

Contract Cancellation

In exceptional circumstances the Exhibition Organisers will be prepared to consider cancellation of their Contract with Exhibitors, but only if the following conditions are complied with:

  • that the reason given for the request of the cancellation is, in the opinion of the Exhibition Organisers, well founded
  • that the request for cancellation is submitted by registered post
  • that the Exhibitor agrees that if the cancellation is accepted after that time but not within three months of the Congress, the following charges apply:
    1. if the entire exhibition space can be let again, a 20% cancellation charge will be levied.
    2. if only parts of the space can be let again, a cancellation fee of 20% for the part let again and 100% for the rest is due.
  • However, if cancelled less than three months prior to the Congress, 100% of the amount is due irrespective of whether the space is re-let or otherwise.

Bankruptcy or Liquidation

In the event of an Exhibitor becoming bankrupt or entering into liquidation (other than voluntary liquidation for the purpose of amalgamation or reconstruction) or having the Receiver appointed, the contract with such an Exhibitor will terminate forthwith, the allotment of stand space will be cancelled, and all sums paid by the Exhibitor under contract shall be forfeited.

Liability and Final Stipulations

The Congress Organisers and Exhibition Management/official suppliers do not accept any responsibilities and obligations, in all cases and at all times, for any damage, either caused by Exhibitors’ merchandise or their property or personnel, as well as for the loss or theft of any belongings during the period of the exhibition, including the duration of the setting-up and dismantling.

All Exhibitors are obliged to purchase their own insurance policies against any and all risks, as this is their responsibility. Proof of this insurance will be requested by the Congress Organisers at any time.

This Certificate also needs to be presented during the Exhibitors Check-in. The insurance policy should cover damage to their furnishings and fittings during the entire time of the exhibition, including the time allotted for setting up and dismantling, as well as during the exhibition days themselves, as the WEC 2016 Istanbul Exhibition Management is not liable for personal or property damage.

The Exhibitor is liable for all damages caused by him/herself, by staff, by visitors and clients and by any agent acting for the Exhibitor. Should the premises be destroyed or damaged by fire or the elements by any other cause, or if any circumstances whatsoever, including strikes, shall make it impossible for the Congress Organisers to permit any Exhibitor or Exhibitors to occupy the premises, the Exhibitor shall pay for space only for the period the space was or could have been occupied by said Exhibitor. The Congress Organisers are released from any kind and all claims for damage that might arise in consequence thereof.

The Exhibitor is responsible for the costs of replacing any damaged goods of any company at the event, re-establishing or renewing any part of the installations of the exhibition and build up in case of damage or laceration, if these are caused by him and/or his agents, contracted staff, or an employee or person hired on behalf of the Exhibitor.

In case of cancellation of the Congress, if, for whatever reason, the Congress does not take place, any credits outstanding after payment of expenses incurred will be shared among the Exhibitors in proportion to the sums they have paid. Exhibitors expressly renounce all right of appeal, on whatever grounds, against the decisions of the Congress Organisers.

In the event that the Congress cannot be held or will have to be changed due to events beyond the control of the Congress Organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the Congress Organisers, the Congress Organisers cannot be held liable for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.

Under these circumstances, the Congress Organisers reserve the right to either retain the entire registration fee and to use it for a future congress, or to reimburse the Exhibitor/satellite organiser after deducting costs already incurred for the organisation of the WEC 2016 and which could not be recovered from third parties.

Any company that disregards the directives of the Congress Organisers may be excluded from the exhibition by the Congress Organisers with immediate effect. Such companies are liable for the whole rental sum, for the registration fee and for all incidental expenses including value added tax. In cases in which the Congress Organisers are indebted to the Exhibitor, the Exhibitor may demand compensation instead of cash payment only with the permission of the Congress Organisers. The Exhibitor gives up all claims to appeal of the contract especially in cases of errors and in cases in which the value of the contract exceeds or falls short by half of the actual value.

All oral agreements, special permissions and special arrangements are valid only upon receipt of written confirmation. In all cases of litigation the Exhibitor agrees to submit to the authorised court in London, UK.

Electively, the Congress Organisers may choose to appeal to the court into whose jurisdiction the Exhibitor falls. Swedish law is to be used.

The information provided in this Exhibitor Instructions Manual has been prepared by World Energy Congress PCO to assist the Exhibitors. Whilst every care has been taken to ensure that the details are correct at time of issue, WEC London AB shall not be liable or responsible to any Stand Organiser, Exhibitor or any other person in respect to inaccuracy or omission in the information contained herein, nor shall they be responsible or in any way concerned with any contract or agreement made by Stand Organiser or Exhibitor with any person, firm or company whose services are described herein.

All matters not covered in these regulations, in general, or in other WEC 2016 Istanbul publications are subject to the decision and control of the Congress Organisers. The Congress Organisers reserve the right to take such action and to make such changes, including changes to the “Terms and Conditions” as are considered necessary or desirable for the efficient and proper conduct of the exhibition.