Postponement Exhibitor FAQ

OCEANOLOGY INTERNATIONAL 2020 COVID-19 POSTPONEMENT COMMUNICATION

FAQs

Why is Oceanology International 2020 postponed?

  • Because the health and safety of all our participants (exhibitors, visitors and staff) is our number one priority and we are concerned by the escalation of the COVID-19 pandemic in Europe and worldwide.
  • The situation has been aggravated recently with a rapid escalation of cases of the Coronavirus in the UK, increasing public health concerns and continually evolving UK government advice including guidance on avoiding large scale public gatherings.
  • In addition there are travel bans in place in many companies and flight bans in some countries which will interfere with our holding of the Event.
  • We listened to the feedback from the Ocean Technology community which confirmed that this was the responsible and right thing to do.
  • We apologise for any inconvenience that this postponement may cause. Taking all these factors into consideration and the major importance of this event to the Ocean Technology sector, we believe it is the best course of action to postpone the event so we are able to deliver the high quality business event that you have come to expect, from the 1st-3rd December 2020.

Have all events associated with Oceanology International been postponed?

  • Yes, all component parts of the event have been postponed including the Exhibition, Technical Conference, Catch the Next Wave and the Ocean Futures Forum.

When will the postponed event take place? And where?
When: December 1st – 3rd 2020
Where: ExCel London
Please visit the operations page for the full exhibition timetable.

Is the Event being postponed due to a Force Majeure Event?

  • Yes, the COVID-19 pandemic is certainly unprecedented, outside our control and is interfering with our obligation to hold the event. .We are also listening to the continually evolving Government, WHO and Public Health advice.

What if the Covid-19 situation is unchanged or worse later in the year?

  • We have considered this possibility and chosen a date which provides a better chance of us being able to deliver the event and avoid more disruption. However, the Covid-19 situation continues to be dynamic and we will constantly monitor the situation and take the appropriate actions accordingly. We are hopeful that travel confidence will have been restored by the revised event dates.

Why have you not just cancelled the 2020 event?

  • Feedback from exhibitors and visitors is that they very much want the event to go ahead this year and, as organisers, we want to be able to deliver the expected value to those organisations.

What happens to my participation costs/ payments already made to Reed Exhibitions?

  • All your Service Charges and VAS Charges paid to Reed Exhibitions in relation to in-the event will be applied to the postponed event (including all charges for space, SmartSpace, shell scheme, furniture, sponsorship & advertising).
  • Any payments outstanding or new, in respect of the event will need to be paid in accordance with new invoicing dates between now and December. Our Finance team will be in touch directly with all affected exhibitors to outline the process.

Will I receive a new contract to exhibit for the postponed event?

  • No, your current contract to exhibit will continue to apply in respect of the postponed event as amended to reflect the new dates.

Do I have any further claims against Reed Exhibitions due to the postponement of the event, e.g. cancellation costs for hotel, stand builders, flights, freight, venue services etc.?

  • Reed Exhibitions will not be liable for any loss or costs incurred by exhibitors for hotels, flights etc. as a result of the postponement. Please speak to your suppliers directly and check your travel insurance policy.
  • Please note that the Exhibitor Indemnity that you may have purchased does not include cover for communicable diseases.

Is the floorplan staying the same?

  • The event will now take place in a different section of the dockside halls at ExCeL London. We are in the process of mapping the original event floor plan and will be able to share with you in the coming weeks.
  • The sales team will discuss with any exhibitors who may be impacted by the new floorplan. If you have any questions how the new floorplan will affect your plans for your stand; space only, shell scheme or smartspace you can email the operations team directly.
  • Stand contractors building space only stands may require a new technical floorplan to understand the new position of the service ducts within your stand and this can be requested through the operations team.

What happens to orders already placed with the venue?

  • All orders already placed with the venue will be transferred over to the new dates. We would advise you to refer to the venue directly if you have any changes or queries, they are available to discuss at your convenience.
  • Once the new floorplan has been mapped to the new halls at the venue, you may need to re-confirm any technical requirements. EG. Location of services and rigging.

What happens to orders already placed with Official Suppliers?

  • All orders already placed with any official suppliers will be carried over to the new dates. We would advise you to refer to the suppliers directly if you have any changes or queries, they are available to discuss at your convenience. Please note we cannot speak on behalf of any orders placed through non-official suppliers.
  • Any additional orders you need to place can be done through the updated forms on the website here. The new deadlines for all orders can be found in the manual, also found here.

I have a Space only Stand and my Stand Plans have received ‘Permission to Build’ will this apply to the new dates?

  • All Stands will be re-reviewed over the next few months once the new floorplan is finalised. Once we are satisfied that your plans are unaffected in the new halls, we will send another email to reconfirm your ‘permission to begin building’ on the new dates. It is the responsibility of the stand contractor to update all of your health and safety documentation accordingly to reflect the new dates.
  • Please note that if you make any changes to your stand design, you must notify us and resubmit all plans for our review. You must also update us if you have changed your stand contractor. Please contact the operations team directly for any changes or queries about your stand plans – oi.operations@reedexo.co.uk

For any further operational or logistical information, please read the Operations Manual found here.
All contact information for all of our official suppliers can be found in the Manual.

I have already cancelled my contract to exhibit due to the Coronavirus, may I cancel my cancellation and attend the postponed event?

  • Yes!
  • However, if you intend to participate in the event on the new dates, we must check whether your originally agreed stand position is still available.

Who do I contact for further questions?

  • Please contact your Account Manager, or our customer services team who are at your disposal for all further questions.
    oi.helpline@reedexpo.co.uk

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