OFFICE/HOSPITALITY SUITE BOOKING FORM

Transcription

1 OFFICE/HOSPITALITY SUITE BOOKING FORM Please complete by tabbing from field to field, print, sign, date and return scanned copy to 1. PARTICIPANT (Legal entity submitting this Form) Full Entity/Company Name (hereinafter Participant ): Street/PO Box: Post/ZIP Code: Town/City: Country: Fixed Telephone: (+ ) Fax: (+ ) Entity/Company Website: 2. MAIN CONTACT PERSON Family Name: Given Name: Prefix: Job Title: Entity/Company: Fixed Telephone: (+ ) Mobile Telephone: (+ ) Fax: (+ ) Address if different from Participant address above: Street/PO Box: Town/City: Post/ZIP Code: Country: 3. FINANCIAL CONTACT & INVOICE (complete if different to contact person details in section 2) Family Name: Given Name: Prefix: Job Title: Street/PO Box: Post/ZIP Code: Entity/Company Name: Town/City: Country: Fixed Telephone: (+ ) Fax: (+ ) 4. SPECIFICATIONS & PROVISIONS OF OFFICE/HOSPITALITY SUITES Standard Office Suite: Constructed Office Suite of 20 sqm in Durban ICC Set-up: Boardroom (10 PAX) Furnishing: boardroom table, chairs, wastepaper basket, coat rack 3 x electrical outlets 1 x wired Internet connection 1 x 42 flat screen on stand with cables to connect a laptop (laptop not included) Corporate door signage Cleaning (twice a day) ITU Telecom World 2018 Office/Hospitality Suite Booking Form Page 1

2 Superior Office Suite: Constructed Office Suite of 40 sqm in Durban ICC divided into Lounge & Boardroom Set-up: Boardroom (10 PAX) & a Lounge (7 PAX) Furnishing: boardroom table, chairs, wastepaper basket, coat rack 4 x electrical outlets 1 x wired Internet connection 1 x 42 flat screen on stand with cables to connect a laptop (laptop not included) Corporate door signage Cleaning (twice a day) Separate reception Lounge comprising: 1 x 3- seater sofa, 4 x armchairs, 2 x low coffee tables Hospitality Suite: Constructed Hospitality Suite of 72 sqm in Durban ICC divided into a Lounge (32 sqm) & 2 Boardrooms (20 sqm each) Set-up: 2 X Boardrooms (10 PAX each) & a Lounge (7 PAX) Furnishing per Boardroom: Boardroom table, chairs, wastepaper basket, coat rack 4 x electrical outlets 1 x wired Internet connection 1 x 42 flat screen on stand with cables to connect a laptop (laptop not included) Corporate door signage Cleaning (twice a day) Separate reception Lounge comprising: 1 x 3- seater sofa, 4 x armchairs, 2 x low coffee tables Premium build Office/Hospitality Suites may differ from the graphic shown here; however the provisions will be delivered with the specifications described above. Each Office/Hospitality Suite features walls, carpeting, appropriate and sufficient lighting according to size, connection to main power supply, air ventilation and lockable doors. Additional provisions e.g. extra catering, plants, coffee/tea delivery etc. can be ordered through the order forms in the Online Technical Manual. ITU is not liable for any damages, costs or losses resulting from non-compliance with the Manual. 5. RENTAL FEES (CHF) OPTIONS One Day Two Days Three Days Four Days Five Days Standard Office Suite 7,000 9,000 10,000 11,000 14,000 Superior Office Suite 14,000 18,000 20,000 22,000 28,000 Hospitality Suite NA NA NA 60,000 75,000 Sponsors and Exhibitors are eligible for a 10% discount on the above-mentioned rental fees. 6. OFFICE/HOSPITALITY SUITE SCHEDULE The Participant should select the rental options listed in Section 4 noting the number of rooms required in the appropriate box(es) below, and indicate below the total Rental Fees (see Section 5 above). All rental options are available on a first-come first-served basis according to the date ITU receives duly completed and signed Booking Forms. Sunday Monday Tuesday Wednesday Thursday Suite Type 9 September 10 September 11 September 12 September 13 September 0900 to 1800 hrs 0900 to 1800 hrs 0900 to 1800 hrs 0900 to 1800 hrs 0900 to 1800 hrs Standard Office Suite Superior Office Suite Hospitality Suite Total Rental Fees in Swiss Francs: ITU Telecom World 2018 Office/Hospitality Suite Booking Form Page 2

3 IMPORTANT: All Office Suites must be vacated promptly according to the Office Suite schedule above, with all personal and company belongings removed so that the rooms can be cleaned for the next occupant. 7. PAYMENT AND CANCELLATION Once the duly completed and signed Booking Form is received by ITU, a notification will be sent to the Participant concerning the availability of the requested Office/Hospitality Suite(s). If available, ITU shall immediately send the invoice for 100% Rental Fee payment. Payment is due immediately upon receipt of invoice. A 100% cancellation fee will be charged for cancelled bookings. 8. SIGNATURE This Booking Form, together with all of its Annexes, when signed by the Participant, shall constitute a valid and legally binding agreement between the Participant and ITU upon confirmation by ITU of the availability of the requested Office/Hospitality Suite(s). The Participant represents and warrants that it has duly authorized its undersigned representative to execute this binding Booking Form on behalf of the Participant. The Participant, by signature of its duly authorized representative below, declares having read, understood and accepts the terms and conditions of this Booking Form, including its Annexes, without reservation. Name and Title of Participant s Authorized Signatory: Date: Signature: List of Annexes: Annex A: Office/Hospitality Suite Benefits ITU Telecom World 2018 Annex B: Office/Hospitality Suite Terms & Conditions ITU Telecom World 2018 ITU Telecom World 2018 Office/Hospitality Suite Booking Form Page 3

4 ANNEX A: OFFICE/HOSPITALITY SUITE BENEFITS - ITU Telecom World ACCESS PASSES 3 x Forum Passes (only for Hospitality Suite) Allows access to all Forum sessions and the Exhibition for the duration of the Event. x Exhibition Passes x Stand Personnel Passes Additional Access Passes & Upgrades For Participant s guests only: ideal for inviting both existing and prospective clients. Allows access to the Exhibition Halls during the official opening hours and Open Sessions for the duration of the Event. For Participant s personnel only: allows access to the Exhibition Halls for the duration of the Event and with extended hours to allow for daily setup, staff meetings etc. beyond the official opening hours, and Open Sessions for the duration of the Event. Additional Access Passes can be purchased online. 25% discount applies (Forum Pass for South African Nationals and Exhibition Passes excluded) for purchase of 5 passes or more until 5 September 2018 (23h59 CET). Upgrades possible for greater access to additional Forum and networking opportunities pass holders will be charged the difference in value. 2. AWARDS PROGRAMME Eligibility to enter the Awards Programme Various categories of Awards will be presented during ITU Telecom World 2018, recognizing the most innovative ICT solutions. More details and application forms are available on the Event website at 3. VISIBILITY Participant visibility provided online on the Event website and app. Social Media Opportunities The online participant profile allows all Event attendees and website visitors to access relevant information about your organization, event activities, contact details, logo, blogs and YouTube videos etc. Event website visibility in the Exhibitor & Sponsor listing; mobile app visibility available in August. Option to provide a Guest blog to be posted on the Event s website and promoted on the Event s social media platforms, i.e. Facebook, Twitter and LinkedIn. ITU Telecom World 2018 Office/Hospitality Suite Booking Form Annex A Page 1

5 ANNEX B: OFFICE/HOSPITALITY SUITE TERMS & CONDITIONS - ITU Telecom World 2018 Article 1: Article 2: Article 3: Article 4: EVENT ORGANIZATION Organizer ITU Telecom World 2018 (hereinafter Event ) is organized by the International Telecommunication Union (hereinafter ITU ). The Participant recognizes that no rights or benefits are granted other than those mentioned herein. Location and Dates The Event will be held at the Durban International Convention Centre, Republic of South Africa (hereinafter Venue ), from 10 to 13 September ITU shall be solely and exclusively entitled to determine the dates and opening hours of the Event, and any related schedules and deadlines regarding the Event. Nature of Activities Participants may only promote, display or advertise their own products or services related to the peaceful aspects and uses of information communications technology and related technologies. Registration and Entrance Fees 4.1 ITU has the sole right to authorize entrance registration and identification of all categories of attendees (hereinafter Attendees ) and/or otherwise allow authorized persons to access the Event. 4.2 ITU has the sole right to decide whether an entrance fee shall be requested from Attendees to any part of the Event and to determine and charge the amount of any such entrance fee(s). CONDITIONS OF PARTICIPATION Article 5: Article 6: Participant Only the Participant duly identified in the Booking Form is entitled to promote its products and services in its Office/Hospitality Suites, subject to the provisions of Article 3 above. Office/Hospitality Suites duly allocated by ITU to a Participant may not be sublet, transferred or assigned by a Participant. Participant Identification 6.1 Participant identification shall include all means of written and visual identification of the Participant in connection with the Event including, but not limited to, legal or company name and corporate logo and national emblem. 6.2 The Participant must obtain ITU s prior written approval for all and any Participant Identification comprising a legal and/or company name other than that stated in the Booking Form. FINANCIAL CONDITIONS Article 7: Payments to Third Parties The Participant shall be responsible for the settlement in full of any and all charges, costs or fees for any goods and services due to third parties in relation to the Office/Hospitality Suites, for which ITU shall not be contractually or financially responsible. OFFICE/HOSPITALITY SUITE ORGANIZATION Article 8: 8.1 Construction & Customization Participants acknowledge and agree that ITU shall retain all decision-making power and authority in connection with the conceptualization, design, construction, setup, assembly and dismantling of Office/Hospitality Suites including, without limitation, the selection and engagement of any third parties to provide goods or services to ITU in connection with any of the foregoing. Any customization of the provisions described in Section 4 of the Booking Form shall be entirely at the cost of the Participant who should contact the contractor directly. There shall be no refunds for any undesired provisions. 8.2 Adhesive Products The use of paint, glue or stickers of any sort on the walls, floors and carpets of the Office/Hospitality Suite is not allowed. 8.3 Move-In/Move-Out Periods Any requests for entitlement to additional dates/hours which fall outside of those specified in Section 6 of the Office/Hospitality Suite Booking Form must be submitted by Participants in writing for ITU s prior written approval. Participants will be exclusively and solely responsible for all associated costs. 8.4 Removal of Abandoned Articles Any materials and/or articles not removed by the final day/hour of the applicable move-out period will be removed by ITU at the sole expense and risk of the Participants concerned. ITU Telecom World 2018 Office/Hospitality Suite Booking Form Annex B Page 2

6 CONDUCT OF THE EVENT Article 9: Article 10: Article 11: Article 12: Article 13: Article 14: Article 15: Materials, Advertising and Market Research Activities within the Venue 9.1 Official Publications ITU has the sole right to produce, publish and distribute the Official Publications for the Event, or to grant the right to produce, publish and distribute Official Publications for the Event. ITU shall not be responsible for any error or omission in the Official Publications and Participants shall not have any right to claim for compensation for any such errors or omissions. 9.2 Participant Materials and Advertising The Participant shall only promote, display, distribute or advertise its own materials (brochures, circulars, CD- ROMs, USB keys), products and/or services from within its Office/Hospitality Suite allocated by ITU or through advertising space sold specifically for this purpose. Such activities cannot be conducted in any other area of the Venue. Advertising not related directly to the Event is strictly forbidden. 9.3 Participant Market Research Activities The Participant shall only conduct market research activities from within its Office/Hospitality Suite allocated by ITU and not in any other area of the Venue. 9.4 National Emblems Any use or display of national emblems within the Venue must obtain ITU s prior written approval. 9.5 Sweepstakes, Tombolas and Competitions Participants wishing to organize sweepstakes, tombolas and competitions within their Office/Hospitality Suite allocated by ITU, or to award prizes, must relate prizes awarded for such sweepstakes, tombolas and competitions to telecommunications and/or related technologies and must obtain prior written authorization from ITU. Cash and Carry Selling Unless authorized by ITU, Participants shall not be permitted to sell, on a cash and carry basis, any products or services during the Event. If authorized by ITU, the Participant shall be solely responsible to ensure compliance with all the applicable laws and regulations and payment of costs and taxes. Noise Levels Noise levels within the Participant s Office/Hospitality Suites allocated by ITU shall not exceed 55 decibels, or interfere with the conduct of business of neighbouring Participants, nor the overall conduct of the Event. ITU reserves the right to enforce compliance by forbidding performances, presentations, etc., or by cutting the power supply to sound equipment. Photography and Filming 12.1 Participants and any third party appointed by them may not, directly or indirectly, record, photograph or draw any elements of the Event, or use, reproduce, modify, distribute or sell any such recordings, photographs or drawings in each case, and in any way, without obtaining the prior written authorization of ITU and the Participants concerned ITU may, directly or indirectly, record and photograph the Event. ITU shall have the right to use, reproduce, modify, distribute and sell any and all such recordings and photographs for any proper purpose as ITU may determine, in its sole discretion. FINAL PROVISIONS Liability and Insurance 13.1 Participants shall be exclusively liable for any damage, destruction, theft, loss, injury and/or death caused by Participants or their respective employees, agents or contractors to the Venue or to any property, materials, equipment, facilities, goods or persons within the Venue. Participants may be required to pay a refundable deposit to cover any such damage, destruction, theft, loss, injury and/or death. Details will be included in the Manual. Participants shall indemnify, defend and hold harmless ITU and its employees, contractors, agents and representatives from and against any and all actions, claims, liabilities, obligations, fees, costs and expenses (including, without limitation, attorneys fees) arising from or relating to any such damage, destruction, theft, loss, injury and/or death Each Participant must be fully insured with general liability insurance against all risks, including fire, theft and third party liability, and must supply written proof of such insurance to ITU upon ITU request ITU declines all responsibility for the loss, disappearance or theft of any goods, materials or fittings belonging to the Participant (including Participants inside Pavilion(s)) and/or other Attendees. ITU shall not be liable for any damage caused to any exhibits, goods, equipment, or persons for whatever reason ITU expressly disclaims any representations and warranties, whether express or implied, concerning any property, materials, equipment, furniture, facilities, goods and/or serviced provided by or on behalf of ITU under the Booking Form including, without limitation, any representations and warranties regarding their respective condition, merchantability, and fitness for a particular purpose or use ITU shall have no liability or obligation to a Participant or any third party arising out of or relating to the failure or delay by the Participant to pay the total Fees to ITU as and when due and/or to perform any of Participant s obligations under the Booking Form in accordance therewith. Title and Logo The name, title and logo of ITU and of the Event are the sole property of ITU and shall not be used by the Participant without the prior written authorization of ITU. Notwithstanding, any use of the Event name, title and/or logo shall be permitted only if such use is in accordance with the conditions for use of the logo, available upon request from ITU, and solely in connection with promotional activities relating to the Event. Change of Venue, Location, Dates and Hours ITU reserves the right, at any time, to change the Venue, location and/or the dates of activities and/or the Event and/or to modify the opening and closing hours. It is expressly agreed that any such action shall not give rise to any claim for compensation by the Participant. ITU Telecom World 2018 Office/Hospitality Suite Booking Form Annex B Page 3

7 Article 16: Article 17: Article 18: Article 19: Article 20: Article 21: Article 22: Article 23: Article 24: Article 25: Cancellation of the Exhibition and/or the Event If the Exhibition and/or the Event cannot take place, for whatever reason, ITU shall have the right to cancel any Booking Forms. In the case of cancellation of the Exhibition and/or the Event, ITU shall refund the Participant all amounts of Fees paid by the Participant to ITU. In such an event, it is expressly agreed that cancellation by ITU shall not give rise to any further claim whatsoever by the Participant against ITU, including but not limited to, claim for costs, damages and/or losses incurred in connection therewith. ITU s right to cancel shall be without prejudice to any of the privileges, immunities, facilities and rights to which ITU is entitled. Breach by Participant; Termination for cause by ITU 17.1 ITU reserves the right to terminate this Booking Form forthwith by notifying the Participant and to dispose of any Office/Hospitality Suites allocated by ITU pursuant thereto if the Participant fails to make due payments to ITU in accordance with the provisions of the Booking Form and Terms and Conditions Any breach by the Participant of these Terms and Conditions or of the instructions of ITU, including the instructions and regulations contained in the Manual, may lead to the immediate termination of the Booking Form by ITU and the expulsion of the Participant from the Event. The Participant shall remain under obligation to pay any outstanding amounts due to ITU, including full payment of any Office/Hospitality Suites. ITU shall have no obligation to return any amount(s) already paid to ITU prior to such termination The exercise of ITU s termination right under this Article 17: (i) shall not give rise to any claim whatsoever by the Participant against ITU; (ii) shall be without prejudice to any other rights to which ITU may be entitled; and (iii) shall not be affected in any way by ITU s waiver or failure to take action with respect to any previous default or breach by the Participant. Settlement of Disputes and Arbitration Any dispute between the Parties arising from this Booking Form, or in connection with, the Participant s participation in the Event and/or these Terms and Conditions shall be settled by them directly and amicably through negotiations. In the case of failure of such negotiations, the dispute shall be settled by a sole arbitrator to be nominated at the request of either of the Parties by the Court of Arbitration of the International Chamber of Commerce (ICC). The place of arbitration shall be Geneva. The language of arbitration shall be English. The arbitration shall be carried out in accordance with the Rules of Arbitration of the International Chamber of Commerce, as at present in force. The applicable law shall be Swiss law. The arbitrator s ruling shall be binding and final upon the Parties and any recourse against this ruling to any court or tribunal shall be excluded. Booking Form and Annexes The Booking Form and all its Annexes represent the entire agreement between the Participant and ITU and supersede all prior proposals or agreements, written or oral, between them. All Annexes herewith shall form an integral part of the Booking Form. Laws and Regulations It is the Participant s sole and exclusive responsibility to inform itself of and ensure full compliance with all regulations, contained in the Manual, the Venue regulations, as well as any other applicable rules, laws and regulations in relation to the Event. The Participant hereby agrees to indemnify and hold harmless ITU against any and all liability, claims, suits, losses, costs and legal fees caused by, arising out of, or resulting from any act or omission of the Participant regarding its conformity to applicable laws and regulations, including laws related to contractual and extra-contractual liability. Disclosure The Participant shall not disclose the contents of this Booking Form to any third parties without prior written approval from ITU. Sharing of Participant Data The Participant acknowledges and agrees (and, where applicable, warrants that has acquired all necessary consents from the persons concerned) that ITU shall communicate, when and to the extent necessary, the name, telephone(s) and (s) of the Participant, as well as the name(s), telephone(s) and (s) of its Contact Person(s) submitted through this Booking Form to certain Event service providers and ITU subcontractors for the purpose of following up with the Participant directly on any required actions from those parties for the execution of the Participant s Office/Hospitality Suite request booking(s) and for generally enhancing the Participant s Event experience from participating in the Event. Ethical Business Conduct; Anti-Corruption The Participant has reviewed the ten principles of the UN Global Compact with respect to ethical business conduct ( and represents that it complies and will continue to comply with said principles, as well as with any applicable laws and regulations enacted to combat bribery and corruption. The Participant also represents that no official, representative, employee or other agent of ITU has received or will be offered by the Participant any direct or indirect benefit arising from the Booking Form or any other contract binding agreement with ITU or the award thereof, or for any other purpose intended to gain an advantage for the Participant. Matters Not Covered by these Terms and Conditions ITU shall decide on any matters not covered by these Terms and Conditions and make any changes or additions necessary, including, but not limited to, issuing any technical, safety, building, Venue and any other rules or regulations determined by ITU as applicable, which shall be notified to all Participants in writing, which shall take effect immediately, and which shall form an integral part of these Terms and Conditions. Privileges, Immunities and Facilities Nothing in or relating to this Booking Form or any of its Annexes, including without limitation these Terms and Conditions, shall constitute a waiver of the privileges, immunities and facilities which ITU (a specialized agency of the United Nations) enjoys by virtue of the international agreements and national laws applicable to it. ITU, July 2018 ITU Telecom World 2018 Office/Hospitality Suite Booking Form Annex B Page 4