GENERAL RULES

DATES AND TIMES
- Installation of exhibitors : Monday, October 6 from 2:00 p.m. to 7:00 p.m.
 - For any stand installed by a service provider other than the general installer, it is imperative to contact A3P to confirm the assembly and dismantling dates and times. Contact: lbayle@a3pservices.com
- Visit from the security officer: throughout the duration of the event
- Exhibitors' cocktail: Monday, October 6 from 7:00 p.m. (At the exhibition – Rotonde space at Bellevue)

ACCESS, INSTALLATION AND DISMANTLING OF STANDS
- CO-NECT is in charge of setting up the stands for the event. A member of their team will be on hand to provide technical support from Monday, October 6th, 2 p.m. to Tuesday, October 7th, 12 p.m. Exhibitors will be able to contact this technician on site for any technical requests related to their stand.
- No exhibitor will be authorized to access the event grounds outside of the previously communicated times.
- The stands must be fully installed before the exhibition opens to the public .
- No delivery or collection of material will be permitted during the exhibition's opening hours to visitors.
- Packaging management: All packages must be unpacked upon arrival , and empty packaging removed from the stands before opening to the public .
- A storage space is made available to exhibitors to store this packaging after installation.
- The storage of the stands can begin from 11:30 a.m. on Thursday, October 9 .
Please note: for safety reasons, no handling equipment (hand trucks, pallet trucks, etc.) may be moved within the building in the presence of the public until the end of the conferences .
We would be grateful if you could make arrangements accordingly for your return flights and journeys .
A3P Services reserves the right to take all necessary measures to ensure compliance with these instructions, at the expense and risk of the exhibitor concerned.

STAND CLEANING
Floors and bins are cleaned every morning by the site's cleaning services.
However, packaging, waste and bulky items deposited by exhibitors remain their sole responsibility. They must remove them , both before the opening of the exhibition and after its closing .

STAND OCCUPATION RULES
- Exhibitors must respect the location and surface area allocated
- No installation must encroach on neighboring aisles, traffic lanes or stands , nor hinder their visibility or accessibility.
- At the end of the event, a specific space will be made available for the storage of packages awaiting collection by carriers.
The spaces and equipment provided must be returned in the condition in which they were made available . Any damage noted will be invoiced to the exhibitor concerned.

STAFF AND AUTHORIZATION
- Exhibitors are required to identify any person working on their stand during the assembly and dismantling phases.
- Wearing a badge is mandatory for all personnel present on site.
- Due to the numerous movements during the installation period, no security service is provided . Exhibitors are therefore strongly recommended to take all necessary precautions against theft or damage to their equipment .

INSURANCE
Each exhibitor is required to take out, at their own expense , civil liability insurance covering all risks linked to their participation in the exhibition , in particular bodily injury, material damage, immaterial damage, direct or indirect damage which may be caused by themselves, their staff, their service providers, their equipment or their products.
The organizer and the Palais des Congrès de Biarritz decline all responsibility in the event of theft, loss, deterioration or any other damage occurring during transport, handling, installation, running or dismantling of the exhibition.
Proof of insurance may be requested at any time by the organizer.

ELECTRICAL INSTALLATION
All electrical installations are subject to prior approval by the technical and security services of Biarritz Tourisme as well as A3P Services .

The use of flammable gases or liquids is strictly prohibited , except in the case of exceptional exemptions granted by the competent authorities. Any such request must be made in advance in writing.
An electrical connection is included in your stand reservation.
For any additional needs (specific power, power strips, extension cords, etc.), please contact A3P.

SAFETY RULES

By completing the acceptance form , exhibitors agree to comply with all safety rules in force for events taking place in France.
They must comply with:
  • to the security provisions of the Palais des Congrès Bellevue;
  • to the instructions of the event security manager, whose decisions are enforceable immediately and without appeal.
  • to the instructions of the A3P organizer.
All exhibitors must complete the certificate of acceptance no later than September 10, 2025.

IMAGE RIGHTS
By participating in the event, exhibitors authorize the organizer to capture and distribute images (photos, videos) representing their stand, their equipment, their products, or their teams, unless refusal is communicated in writing before the opening of the show.


INDUSTRIAL PROTECTION

Each exhibitor is responsible for the industrial protection of their exhibited products or materials, in accordance with current legislation (e.g., patent, trademark, model, etc.). These steps must be taken prior to their presentation at the show. A3P Services assumes no liability in the event of a dispute or lack of protection.


ENTERTAINMENT AND RESTAURANTS

- Entertainment on stands is permitted with the prior agreement of the organizer A3P and the Palais des Congrès - BELLEVUE.
- Breaks and meals are provided on the exhibition site by caterers listed by the organizer.
- Free beverage service does not require a special license.
- No cocktail or reception may be organized at the exhibition outside opening hours, nor without prior written consent from A3P Services.

SACEM RIGHTS
The use of sound equipment for demonstration or promotional purposes is subject to authorization from A3P Services. In the event of music being used, even as part of a technical demonstration, it is the exhibitor's responsibility to contract directly with SACEM to settle the associated rights. A3P and the Palais des Congrès decline all responsibility in this matter.


CUSTOMS

If the exhibition is placed under the customs warehouse regime, it is the responsibility of each exhibitor to complete the necessary customs formalities for their imported materials or products. A3P Services cannot be held responsible for any difficulties that may arise in this regard. Recommendation: the use of the ATA Carnet is strongly recommended for the temporary transport of materials or products.

SERVICES INCLUDED