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Exhibitor Form



Exhibitor agrees to abide by the rules, guidelines, and regulations included below, and by any amendments that may be put into effect by NAMES and Konya Science Center.

Setup and Dismantle

  • Delivery will be from 29 April to 7 May; setup of exhibits, booth interiors, and other properties must be completed between 5 and 6 May 2024, from 9:00 am to 9:00 pm.
  • Exhibitors are responsible for the carriage and setup of their material within their booths.
  • Demonstration equipment and the operator’s position must be located at least 60 cm away from the aisle.
  • Any demonstration or activity that results in the obstruction of aisles or hinders access to adjacent and/or nearby exhibitors’ booths shall be suspended for any periods specified by the Conference Organizing Committee.
  • Please contact the Conference’s Organizing Committee to:
    • Request moving or changing allocated booth locations;
    • Install and use an external sound system.
  • Installing electrical wirings is the sole and exclusive responsibility of the designated venue technicians.
  • Dismantling of booths must be completed on 9 May 2024, from 4:00 pm to 8:00 pm.
  • After dismantling, exhibitors are required to handover the booth's furniture to the designated staff.

Safety, Security & Liability

  • The exhibitor agrees to accept full responsibility for compliance with country regulations in the provision and maintenance of adequate safety devices and conditions for the operation of machinery and equipment (if any).
  • Shipping expenses, customs, taxes, and duties are handled by the exhibitor’s own forwarding agent; the exhibitor is responsible for handling all relevant procedures and resulting payment(s) of cost and expenses.
  • Konya Science Center is secured by security staff. Technicians are available for general technical problems (electricity, internet, etc.) in both the exhibition and conference areas.
  • The safekeeping of the exhibitor’s property shall remain the sole responsibility of the exhibitor.
  • The exhibitor is liable for any damage caused to building floors, walls, columns, standard booth equipment, or to other exhibitors’ property. The exhibitor may not apply paint, lacquer, adhesive, or other coating to building columns, floors, or standard booth equipment. Holes may not be drilled, cored, or punched in the building. NAMES reserves the right to charge the costs of any resulting repairs to the exhibitor.
  • No flammable fluids or materials of any nature, including decorative materials, the use of which is prohibited by fire regulations, may be used in any booth and entire venue.
  • Balloons, lights, lasers, horns, musical instruments, projected light outside booths, use of other mechanical devices that create objectionable noises, odors, congestion, or any material deemed by Conference Organizing Committee to be a negative distraction are prohibited. Conference Organizing Committee reserves the right to determine when such items become objectionable and take corrective actions at its sole discretion.
  • At its sole discretion, NAMES reserves the right to prohibit any exhibit or demonstration that is deemed to negate the intentions and purpose of NAMES, or may otherwise be deemed as a negative distraction, or may detract from the general intent and purpose of the exhibit area as a whole.
  • The exhibitor shall be liable for all storage and handling charges resulting from failure to remove exhibit material from the Exhibition before conclusion of the dismantling period.

Cancelation

  • Cancelation of the booth-rental may be requested by the exhibitor via email addressed to the Conference's email: names2024@kbm.org.tr, copying NAMES email: namesnetwork@bibalex.org.
  • The Host agrees to refund 50% of the booth fee only if all booth spaces are sold and there is another exhibitor willing to rent the space(s). No refund will be given if the booth remains unoccupied.
  • In the event NAMES Conference is canceled due to force majeure beyond the control of the Host and NAMES, NAMES shall not be held liable to the exhibitors for failure to hold the conference as scheduled. NAMES shall determine the amount of fees to be refunded to exhibitors.

Staffing Booths

  • Exhibitors’ representatives shall be restricted to employees of the exhibiting institution who are actually working in their respective exhibitor’s booth. Booth representatives shall wear “Exhibitor” badges at all times.
  • The exhibitor may not sublet booth space, nor any part thereof, nor exhibit, offer for sale, give as a premium, or advertise articles not manufactured or sold in their own name, except where such products and services are required for the proper demonstration or operation of exhibitor’s display.
  • Exhibitors’ booths must be staffed during all show hours. Exhibitors will not be permitted to dismantle or to begin dismantle prior to the close of the conference on Thursday, 9 May 2024, at 4:00 pm.
  • From 7 to 9 May, booth representatives will be permitted to enter the exhibition at 8:30 am each day and will not be permitted to remain in the exhibition area after 8:00 pm; on the last day, 9 May. Exhibitors with special cases that require additional time must request and clear exceptions with the organizers on the previous day.