General Information for Exhibitors

Location

The Exhibits Area will be in Halls 2, 3 and 7 of the Stakis Brighton Metropole Hotel.

Applications will be accepted by mail or fax as specified on the Booking Form. You mayalso phone +44 (0) 1252 726066 from January 4 ^th 1999 to check availability andto reserve your spot. Applications will be processed from January 4 ^th 1999 on afirst-come, first-served basis. If your indicated booth choices are already taken, thenthe next best spot will be selected on your behalf.

All exhibit space is sold in increments of 3 metres by 3 metres, equivalent to 10 feetby 10 feet. UK Value Added Tax of 17.5% is payable on all fees.

Rental fees are as follows for applications received prior to February 28 ^th 1999:

• For one booth space, US$2750 or UK£1700
• For one booth space for a non-profit organisation, US$740 or UK£460

Rental fees are as follows for applications received after February 28 ^th 1999:

• For one booth space, US$3000 or UK£1850
• For one booth space for a non-profit organisation, US$800 or UK£500

Payment in full is due 45 days after the receipt of the Invoice which will be sent inresponse to your Booking Form, or on May 1 ^st 1999, whichever falls the sooner.

The Terms and Conditions for Exhibitors will be sent with the Invoice with aninvitation for a declaration of their acceptance.

Exhibition space rental includes:

To assist exhibitors in selecting booth locations, an updated Exhibit Hall layout,which includes assignments and companies registered to date, will be maintained on theINCOSE 99 web site.

Exhibit Services

An Exhibitor kit will be mailed to all registered exhibitors 6 weeks prior to theSymposium. This kit will include information on Exhibit Hall hours, local transportationand other Symposium details. Forms for the names of all exhibit personnel will be includedin this package.

Shipping, storage, carpet, furniture and any other equipment rental will be managed bythe Exhibition Service Company. This company will be mailing you a complete listing oftheir services and appropriate order forms closer to the date of the event. This mailingwill also include information from our selected broker, including customs information.

Cancellation

Notification of cancellation must be made to:

INCOSE ’99 Exhibits
c/o John Herriot
Meetings Management
Hart House
4 The Hart
Farnham, Surrey GU9 7HA, England

Tel: +44 (0) 1252 726066
Fax: +44 (0) 1252 723303
Email:

Any cancellations must be received by May 1 ^st 1999. A 5% handling fee willbe deducted from refunds. No refunds will be provided after this date. In the event ofSymposium cancellation, INCOSE’99 liability is limited to a full refund of theExhibitor application fees.

Exhibitors will be expected to submit the names of all booth personnel prior to May 1 ^st 1999. Name badges will be issued to the registered booth personnel at the time of theSymposium. Name badges must be worn by Exhibitors at all times. Only exhibitors withbadges will be allowed entry to the Exhibits floor during show set-up and take-down. Thiswill strictly be enforced for security purposes.

A message board will be provided for exhibitors and symposium attendees to postmessages.

Ushers will be available at the Exhibit hall doors during show hours to assure entranceby badged exhibitors and Symposium attendees only. Security guards will be provided in theExhibits Area when the Exhibition is closed.

Exhibitors must secure, at their own expense, appropriate liability/loss insurance andprovide reasonable security for equipment and displays at all times. INCOSE ’99 willnot be held responsible for the loss, theft or damage to exhibitor-supplied equipmentduring any part of the show.

The Exhibitor Service Company will be offering services for shipping and storage ofExhibitor materials prior to the show. This material can be delivered to your booth priorto show set-up. You will receive information directly from the Exhibition Service Companyseveral months prior to the show. Set-up and break-down times are as given below:

• Monday June 7 ^th 12.00 - 17.00 Exhibition set-up time
• Thursday June 10 ^th 14.00 - 19.00 Exhibits break-down

Please advise if you require greater than five hours for set-up as this could affectthe location of your booths. Booth shells are expected to be erected in the order Hall 2,Hall 3 then Hall 7.

Exhibitors may not dismantle exhibits at any time prior to the formal close of the showand are requested not to do anything to disrupt the closing plenary session in theadjacent hall which is scheduled to finish at 15.30.

Exhibitor registration includes participation in the Reception held in the Exhibitshall on Monday June 7 ^th . It does NOT include:

• Lunches other than the complimentary allocation of two per standard booth space
• Entry to the Special Event on Tuesday June 8 ^th
• Entry to the Symposium Banquet on Wednesday June 9 ^th

For further information contact:

INCOSE '99 Exhibits
c/o Jane Smith
Quintec Associates Ltd       
Merlin House                
Fox Den road               
Stoke Gifford               
Bristol BS34 8TT, UK

Tel: +44 (0) 117 9792888       
Fax: +44 (0) 117 9792666       
Email: