Terms and Conditions for sponsors at the openEHR International 1st Annual Conference

By purchasing sponsorship, the Sponsor is confirming that they agree to these Terms and Conditions.

100% of the sponsorship cost is to be received within 28-days from the date of invoice, unless otherwise agreed.

The duration of these Terms and Conditions are limited to pre-conference organisation and carrying out the event.  They will cease after the event date.

We take no liability for items that go missing during delivery to the event.

Sponsor agrees:

• to make payment of 100% of the sponsorship cost.
• that there are no refunds, unless the sponsored item can re-sold.
• to ensure that items supplied as part of the sponsorship are delivered direct to the venue on Monday 4th November 2024, marked for the attention of openEHR Conference 5th & 6th November.

Organiser obligations

The Organiser will organise the event for the purpose of sharing information, experience, opportunities, new ideas and the development of openEHR.

Will contact you with further information and to finalise your sponsorship, once your payment has been received.

Sponsors will be provided with the following:-

• openEHR Logo for use on sponsorship merchandise.
• Marketing communication and acknowledgement of Sponsors pre, during and post event.

Both parties – will meet agreed deadlines for submission of agreed promotion, event materials and information as necessary.

Terms and Conditions for exhibitors at the openEHR International 1st Annual Conference

Event: openEHR International 1st Annual Conference

Location: Wokefield Estate, UK

Dates: 5th and 6th November 2024

Booking and Payment

• Booking Confirmation:

Space is secured only upon receipt of full payment.

Payment must be made within 30 days of invoice date, unless otherwise agreed.

• Payment Methods:

Payments can be made via bank transfer or PayPal.

All payment details will be provided on the invoice.

• Cancellations:

Cancellations must be made in writing.

No refunds will be given unless the exhibition space is resold.

Exhibition Space

• Allocation:

Exhibition space is allocated on a first-come, first-served basis.

Specific location requests will be considered but cannot be guaranteed.

• Setup and Dismantling:

Times for set-up and break-down will be confirmed at a later date.

• Display Regulations:

Exhibitors must ensure their displays fit within the allocated space.

All displays must comply with safety regulations and not obstruct walkways.

Liability and Insurance

• Insurance:

Exhibitors are responsible for insuring their own equipment and displays.

The organiser is not liable for any loss or damage to exhibitors’ property.

• Liability:

The organiser is not responsible for any personal injury or property damage occurring at the event.

Exhibitors must comply with all health and safety regulations.

Conduct

• Behaviour:

Exhibitors must conduct themselves professionally at all times.

Any behaviour deemed inappropriate by the organiser may result in expulsion from the event without refund.

• Compliance:

Exhibitors must adhere to all instructions from event staff.

Failure to comply may result in the forfeiture of exhibition space without refund.

For further enquiries or assistance, please contact our event team at events@openehr.org

Health and Safety Guidelines

1. Personal Safety

   – Wear your conference badge at all times within the venue.

   – Keep personal belongings secure and do not leave valuables unattended.

2. Stand Safety

   – Ensure all displays and equipment are securely set up to prevent accidents.

   – Avoid overloading electrical outlets; use only the provided power sources.

   – Please ensure any portable electrical appliances are PAT tested.

   – Keep the area around your booth clear of trip hazards.

3. Emergency Procedures

   – Familiarise yourself with the location of emergency exits, first aid stations, and fire extinguishers.

   – In case of an emergency, follow the instructions of the venue staff and emergency services.

   – Report any suspicious activity or safety hazards to conference organisers immediately.

4. Health Precautions

   – If feeling unwell, wear a mask and avoid close contact with others.

   – Stay hydrated and take breaks to avoid fatigue.

   – Use hand sanitisers if available.

5. Equipment and Material Handling

   – Use appropriate lifting techniques or seek assistance when moving heavy items.

   – Ensure all materials are stored safely to avoid falls or injuries.

6. COVID-19 Guidelines

   – Adhere to any COVID-19 guidelines in place at the time of the event, including mask-wearing, social distancing, and vaccination requirements.

7. Waste Management

   – Dispose of waste properly in designated bins.

   – Recycle materials where possible to support environmental sustainability.

8. Communication

   – Keep the contact information of the event organisers handy for any immediate concerns or assistance.

   – Participate in any health and safety briefings provided by the organisers.