TERMS AND CONDITIONS
Last update 16 October 2024
1. Acceptance of the general terms and conditions
Exhibitors wishing to exhibit accept and undertake to comply with these general terms and conditions and the regulations of the hosting location (i.e. the Messe Vienna) applicable to them and more generally, the regulations, including security regulations, governing events organised in Vienna. They accept all the new provisions imposed by the circumstances or in the interest of the event, which the Osteology Foundation reserves the right to give notice of, including verbally.
2. Application for Exhibition
In order to be considered for the Exhibition, the online application form must be filled in, and submitted to the Osteology Foundation on time. All items are subject to availability. The prices are listed NET. Taxes will be added on final invoices if applicable: VAT, 1% LCF (Legal Contracting Fee on exhibition space and meeting room rental), 5% advertising taxes (applicable on onsite branded items).
Submitting the application form for Exhibition to the Osteology Foundation does not constitute a formal agreement that the Exhibitor will be admitted to participate. A contract is formed only after the Osteology Foundation has sent a written E-Mail confirmation of acceptance to the Exhibitor.
In case of acceptance, the Exhibitor will be bound by these terms and conditions. The Osteology Foundation reserves the right to refuse any application to exhibit without giving a reason. On no account shall the rejected applicant claim any compensation whatsoever in respect of this matter and in particular by claiming that his admission was solicited by the Osteology Foundation. Any company which disobeys the directives of the Osteology Foundation may be excluded from the Exhibition by the Osteology Foundation with immediate effect. Such companies are liable for the whole rental sum and for all incidental expenses including the statutory value added tax and legal fees. All oral agreements, special permissions and special arrangements are valid only upon receipt of written confirmation.
3. Obligations and rights of the Exhibitor
The booths may only be used for exhibiting and advertising the Exhibitor’s own products, materials or services as described in the application form, but not for the sale of any products. Advertising materials may be distributed only within the confines of the booth. Any kind of promotion (such as distributing flyers etc.) outside the respective Exhibition space is forbidden. The partial or complete subleasing or otherwise relinquishing of a booth to a third party and private agreements for switching booths or floor space between two Exhibitors are prohibited. The Osteology Foundation reserves the right to enter any booth at any time. Booths must be occupied during Exhibition hours.
The Exhibition rooms are to be used only during regular opening hours. It is strictly forbidden for companies which are not Exhibitors to advertise in any way in the Exhibition Hall or in the entrances to the Exhibition hall.
4. Obligations and rights of the Osteology Foundation
The Osteology Foundation sets the location, duration, opening hours and closing hours of the event, the price of stands/locations and the closing date for registration. The Osteology Foundation alone determines the types of individuals or companies admitted to exhibit and/or visit the event as well as the list of products or services presented.
The Osteology Foundation reserves the right to revise the time and location of the Exhibition, to shorten the duration of the Exhibition and to cancel the Exhibition altogether. A change to the Exhibition time, duration and floor plan does not entitle the Exhibitor to cancel the contract or to request a fee reduction or to put forward a claim for losses suffered as a result of such changes. The Osteology Foundation reserves the right to make programme adaptions and time changes. Thereby it is irrelevant whether the Osteology Foundation had an influence on the programme adaptions or whether such adaptions became necessary for reasons of force majeure (e.g. travel restrictions for speakers). The Osteology Foundation will inform the Exhibitors about programme adaptions as soon as possible. Any change regarding programme and timing neither entitles the Exhibitor to cancel the contract nor to request a fee reduction or to put forward a claim to damages incurred by these changes.
5. Set-up of booths
The Exhibitor shall accept the booth location within the Exhibition area assigned by the Osteology Foundation. To ensure a smooth course of events, Exhibitors must obey all directives and instructions of the Osteology Foundation regarding the use of booths, their decoration, the use of self-designed and self-constructed booths, and the fitting and furnishings of the booths. Specific permission for any variation from the standard size of the booth space must be obtained from the Osteology Foundation in advance. Written permission also needs to be obtained for any changes to the rented facilities. Booths must be set up and completed during the timeframe designated. The Osteology Foundation reserves the right to demand changes to booths should safety regulations, technical requirements, or the responsibility of preserving or creating the best possible overall image for the Exhibition, as judged by the Osteology Foundation, so require. Exhibitors must avoid obstructing the view of or access to neighbouring booths. Special care must be taken to avoid the use of lights or spotlights that may be a nuisance to visitors or neighbouring booths. Should an Exhibitor not follow the directives of the Osteology Foundation or not carry out such directives punctually, the Osteology Foundation reserves the right to take the necessary steps at the Exhibitor’s expense. The Osteology Foundation reserves the right to close or block off unused entrances to or exits from the Exhibition rooms and the right to direct the Exhibitor to another space in the Exhibition Hall, if necessary, even if this directive conflicts with previous written agreements. The Osteology Foundation also reserves the right to rent the floor space of a booth not finished on time to another applicant. In such a case, the Exhibitor is responsible for all costs arising from cancellation.
6. Maintenance of booths and Exhibition area
Exhibitors are responsible for the proper care of the floors, walls, staircases, and storage rooms as well as the hired booths and furnishings. Hired booths and furnishings must be returned in an orderly condition and in an orderly way. To avoid scratches and scoring of floors as the result of sliding heavy packing cases, the Exhibitor is required to use protective coverings. Exhibitors and their shipping agents, on specific orders from the Exhibitor, must take special care when transporting heavy packing cases and heavy loads. Exhibitors who wish to display extra heavy exhibits requiring special supports or foundations must request prior permission specifically for this from the Osteology Foundation. It is not permitted to drive nails or hooks into the walls of the Exhibition Hall, to install electrical wiring or to cut or drill holes in the walls of the rented booths. Empty containers and packing materials must be disposed of at the Exhibitor’s expense before the start of the Exhibition; cleaning the booth is the Exhibitor’s responsibility. No part of an Exhibition booth may be suspended from the ceiling. No part of an exhibit or of the booth’s structure may protrude beyond the allotted area on any side. No signboards may protrude beyond the booth’s walls. Decorating materials and wallpaper used by the Exhibitor must be fireproof. Written proof of this must be presented to the Osteology Foundation prior to use. Police regulations, fire regulations and other official regulations must be observed at all times, including during the construction and dismantling of the exhibits.
7. Electrical systems/power consumption
Any costs relating to a mains power supply for a booth and the wattage of the booth’s electrical equipment will be invoiced to each Exhibitor separately and are not included in the rental fee. Electrical systems within the booth are installed at the Exhibitor’s expense. However, the Osteology Foundation is not responsible for any losses or damage which may occur from interruptions or faults in the electric power supply.
8. Dismantling of booths
The Exhibitor must dismantle the booth within the allotted time and return hired furnishings on time. Upon leaving, the Exhibitor must clear the booth area and clean the floor. Stored materials, empty containers and packing materials must be disposed of. Items for which the Exhibitor has made no arrangements regarding removal and storage at his/her cost, and which are left behind become the property of the Osteology Foundation and no reimbursement will be made for such items. The Osteology Foundation can demand that the Exhibitor restores the Exhibition area to the original condition at the Exhibitor’s expense. If the Exhibitor does not dismantle and clear away his/her exhibit in a timely manner, these items will be removed by the Osteology Foundation at the Exhibitor’s expense. The Exhibitor is liable for the actual costs incurred by the Osteology Foundation for such removals of abandoned exhibits. Rented items which were originally accepted as satisfactory for rental by the Exhibitor are to be returned undamaged and in satisfactory condition. All rented items are considered to be in satisfactory condition unless a written note signed by the Osteology Foundation is made at the time of rental. Exhibitors must bear the costs of repairs to damaged Exhibition areas and repairs to or necessary cleaning of rented items.
9. Liability insurance
Equipment and all related display materials installed by the Exhibitor are not insured by the Osteology Foundation and the Foundation will under no circumstances be liable for any loss, theft or damage or destruction caused to equipment, goods or property belonging to Exhibitors. The Exhibitor undertakes to take out a third-party liability insurance policy covering any damage caused to third parties on account of his own liability (including that of his employees, assistants and casual employees of any kind). The Osteology Foundation is deemed not to be liable in particular for any loss, theft and damage whatsoever of or to the aforementioned material. The Exhibitor agrees to be liable for his property and person and for the property and persons of his employees and agents and for any third party who may visit his space through full and comprehensive insurance, and shall hold harmless the Osteology Foundation for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. The Exhibitor must take out civil liability insurance and loss cover for the goods belonging to or provided to him. The loss insurance should include a renunciation of any legal action against the Osteology Foundation and its insurers.
10. Use of Osteology brand
The use of the Osteology brand and the Osteology congress logos is strictly forbidden in any publicity, advertising, signage, product, printed matter, film, video, other media, etc. without prior approval by the Osteology Foundation.
11. Promotional activities
The Osteology Foundation reserves the exclusive right to post signs within the walls of the site hosting the event. The Exhibitor shall therefore only use, inside his stand only, the posters and signs of his own company, excluding any others and as permitted by the instructions relating to general decoration.
The Exhibitor shall not engage in any form of ambush marketing and shall not conduct any activity that conflicts with, impairs, infringes, or denigrates the rights of Osteology Foundation and any other partners.
The Exhibitor shall not be entitled, in or around the Congress venue, to conduct, carry out or cause to be conducted or carried out any promotions, advertising, marketing or other commercial activity, unless this has been expressly authorized in writing by the Osteology Foundation in advance. Any distribution of advertising materials or brochures may only be carried out from the stand allocated to the Exhibitor. Further advertising or promotional activities are strictly forbidden within a radius of 50 km from the congress location. Any advertisements with light or sound and all animations, shows or demonstrations liable to give rise to crowds gathering in the aisles must receive prior agreement from the Osteology Foundation, who can cancel any authorisation that may previously have been given if it hinders the traffic or the running of the event. Advertisements spoken aloud and recruitment, in any form and manner whatsoever, are strictly forbidden. The Exhibitor shall not in any circumstances block the aisles or encroach upon them, except with written prior special authorization by the Osteology Foundation.
12. Intellectual Property and various rights
The Exhibitor must personally see to the intellectual protection of materials, products and services which he exhibits (patents, brands, models, etc.), pursuant to the legal and statutory dispositions in force.
These measures shall be taken before the presentation of the materials, products or services, as the Osteology Foundation will not accept any liability in this respect, in particular in the event of a dispute with another Exhibitor or visitor.
13. Events organised by the Exhibitor
During the period extending from 2 days before the official start of the symposium (Thursday, 23 April 2026) until and including the final day of the symposium (Saturday, 25 April 2026) the Exhibitor may not organise or promote meetings, gatherings or any other events relating to the topics covered by the congress that have not been reported to, and approved by, the Osteology Foundation beforehand.
14. Images & recordings
The Exhibitor acknowledges that the Osteology Foundation and authorised third parties may record or make film, photographic, visual or sound recordings (including, without limitation, of the Exhibitor) of the whole or any part of the Event. The Exhibitor hereby consents to the use of his or her image, likeness and voice, in live or recorded digital, video, film, broadcast, telecast or other display or transmission or recording, photograph or any other media, by any entity and for any purpose worldwide (including but not limited to marketing) and for any type of use (web, print, etc.) without payment of any kind to the fullest extent permitted by law. Where necessary, the Exhibitor transfers the respective rights to use the aforementioned images, videos etc. to the Osteology Foundation for the aforementioned purposes. Nothing in this clause is intended to affect any statutory rights the Exhibitor may have in this regard.
15. Payment terms
A down payment of min. 60% of the total amount is due within 30 days upon confirmation of your application form. The remaining balance of 40% is due on 31 December 2025. For a booth confirmed after 1 January 2026 the entire amount is due upon confirmation by submitting the application form. The prices are listed NET. Taxes will be added on final invoices if applicable: VAT, 1% LCF (Legal Contracting Fee on exhibition space and meeting room rental), 5% advertising taxes (applicable on onsite branded items).
16. Payment default
The entire amount is due by the Exhibitor from the date of acceptance; an invoice will be issued and sent to the Exhibitor on reservation. In the event of failure to pay for the stand within the time set, the Osteology Foundation reserves the right to terminate the reservation at any time, with immediate effect and without formalities, and it may then dispose of the space or room in question as it sees fit and may market such to third parties.
If a company wishes to renounce all claims to taking part in an Exhibition after having contracted to do so, the company is nevertheless liable for the rental sum and incidental expenses. In the event of cancellation of the Exhibition by the organiser, the Osteology Foundation will return the part payments received less the sum equivalent to the costs incurred by the Osteology Foundation up to the time of cancellation.
17. Conditions of termination
In case of termination, on whatever ground, by an Exhibitor before 31 December 2025, the Osteology Foundation will retain as compensation the 60% down payment received (or due if the down payment has not been paid by this date). If termination occurs after 31 December 2025, the entire sums due shall be retained as termination compensation. It is up to the Exhibitor to arrange any insurance he considers necessary to cover any possible unavailability which could prevent him from attending the event.
18. Force Majeure
In case of force majeure or in case the conference’s perimeter is not available for the convention for any reasons that are beyond the Osteology Foundation’s control, The Osteology Foundation has the right to alter or cancel the congress without prior notice, however a notice of the occurrence shall be given by the Osteology Foundation as soon as reasonably possible. Force majeure shall mean any circumstance beyond the reasonable control of the Osteology Foundation which prevents or impedes the holding of the congress, including, but not limited to, government action, war or hostilities, riot or civil commotion, plague, pandemic, epidemic, earthquake, flood, hurricane, cyclone, fire or other natural physical disaster, explosion, accident or breakdown, strike, lack of the usual means of transportation or terrorism or due to events which are not attributable to wrongful intent or gross negligence of the Osteology Foundation. The Osteology Foundation shall not be liable for any direct or indirect, incidental or consequential damages, losses, expenditures or any other inconveniences or costs caused by such modification or cancellation of the congress. The Osteology Foundation shall, in its sole discretion, determine the amount of the exhibition fees or sponsorship fees to be refunded, if any. This regulation applies analogously if the location of the conference would have to be moved from Messe Vienna (congress center) to another place in Vienna or to another city for reasons that are that are beyond Osteology Foundation’s control.
If International Osteology Symposium Vienna 2026 would be cancelled for reasons for which the Osteology Foundation is responsible, the total amount will be refunded to the Exhibitor. Any claims for direct or indirect, incidental, or consequential damages, losses, expenditures or any other inconveniences or costs of the Exhibitor caused by cancellation of International Osteology Symposium Vienna 2026 are excluded.
19. Place of jurisdiction
This agreement shall be governed by substantive Swiss law under exclusion of the principles of conflicts of law.
Any dispute with regard to its execution and interpretation shall be decided by the courts of Lucerne, Switzerland.
20. Miscellaneous provisions
The Osteology Foundation shall not be held liable for an insufficient number of registered participants or for any lack of interest in the event as a whole.
Any breach of the provisions of these terms and conditions, of any possible additional regulation or of the specifications of the Exhibition Manual prescribed by the Osteology Foundation can, without prejudice to any other legal actions, give rise, with the involvement of the police, if need be, to the immediate closing down of the offending participant’s stand and his exclusion.
It is up to each Exhibitor to fulfil, whenever it is necessary to do so, the formalities which are required for his participation in the event, in particular, concerning work regulations, customs formalities for materials or products from abroad, and hygiene for food products and animal species. The Osteology Foundation shall not, at any time, be liable for difficulties arising therefrom.
These terms and conditions have been drafted in the English language. In the case of any conflict or ambiguity between the English version of these terms and conditions and any translation of them into any other language, the English version of these terms and conditions shall prevail.