Launching & Booth Selection

Scope and Binding Documents

These Terms and Conditions shall apply to all reservations of exhibition booths, Speaking Sessions, sponsorship packages, webinars, and additional event services ("Add-ons").

The Event Participation Form ("EPF"), these Sponsorship Terms and Conditions, the Exhibitor Rules and Regulations, Sponsorship Proposal, invoices, proforma invoices, and all written confirmations issued by the Organizer shall constitute one integrated and legally binding agreement between the Organizer and the Sponsor.

Registration and Event Participation Form (EPF)

Prior to selecting an exhibition booth, each Sponsor shall register through the official SWAM Exhibition website and complete the required company profile information. Such information shall serve as the basis for the preparation and issuance of the Event Participation Form (EPF).

Reservation Amendments

• Additional Booth Reservations: During the Launching Event, a Sponsor may increase the number of booth reservations, subject to booth availability and the Organizer's approval. Where additional booths are requested after the initial reservation has been confirmed, the Sponsor shall notify the Organizer to reopen the reservation access.
• Booth Relocation: Requests to relocate a reserved booth may only be submitted commencing on the first day (H+1) following the Launching Event and shall remain subject to booth availability and the Organizer's approval. Any reduction or cancellation of a confirmed booth reservation shall be subject to a cancellation penalty of twenty-five percent (25%) in accordance with Clause 8. Any taxes already paid shall be non-refundable. Sponsors who reduce or cancel their booth reservation shall not retain or occupy the originally selected booth location.

Sponsors Not Attending the Launching Event

Sponsors who do not attend the Launching Event shall only be entitled to select their booth location beginning on the second day (H+2) after the Launching Event, subject to the remaining booth availability.

Full Payment Discount

Sponsors who settle the full reservation amount within fourteen (14) calendar days from the issuance date of the Proforma Invoice during the Launching Event shall be entitled to a five percent (5%) discount on the agreed booth price before applicable taxes.

Invoicing and Payment

Taxes and Banking Charges

• All prices published on the SWAM Exhibition website are exclusive of applicable taxes unless expressly stated otherwise.
• Where withholding tax is applicable, the Sponsor shall provide the Organizer with a valid withholding tax certificate or other legally acceptable proof of tax payment.
• All bank charges, transfer fees, intermediary bank fees, and administrative costs shall be borne exclusively by the Sponsor.

Cancellation

All cancellation requests must be submitted through the Official Cancellation Form available on the SWAM Exhibition website.

Cancellation of all booth reservations for a particular event shall automatically result in the cancellation of any associated Speaking Sessions, webinars, and Add-ons for the same event. Upon cancellation, the Organizer shall have the right to reassign the cancelled booth and/or session to another Sponsor without further notice.

Booth Reservation Cancellation Charges:

• From the reservation date until D-61: 25% of the total reservation value.
• From D-60 until D-31: 50% of the total reservation value.
• D-30 or later: 100% of the total reservation value.

Speaking Session Cancellation Charges:

• From the reservation date until D-61: 25% of the total reservation value.
• D-60 or later: 100% of the total reservation value.

Sponsors who fail to settle any applicable cancellation charges shall not be permitted to participate in any SWAM events until all outstanding cancellation charges have been fully paid.

Cancellation of webinars and Add-ons shall not be eligible for any refund. All payments made shall be non-refundable.

Late Payment or Payment Default

Failure to make payment within the timeframes specified in Clause 6 shall constitute a cancellation by the Sponsor. In such event, the Organizer shall be entitled, without limitation, to:

• Suspend all Sponsor privileges and benefits;
• Cancel the reservation;
• Reallocate the booth and/or session to another Sponsor; and
• Impose the applicable cancellation charges under Clause 8,

without prejudice to any other rights or remedies available to the Organizer.

Event Changes and Force Majeure

The Organizer reserves the right to modify the event date, venue, format, programme, speakers, floor plan, booth allocation, or any other aspect of the event due to operational requirements, safety considerations, governmental regulations, venue policies, or circumstances beyond the reasonable control of the Organizer ("Force Majeure").

Such changes shall not constitute a cancellation provided that the event is held or reasonably rescheduled.

Venue and Booth Relocation

The Organizer reserves the right to relocate the venue and/or exhibition booths where required for operational, technical, safety, venue, or capacity reasons.

Where practicable, the Organizer shall provide an alternative booth location of comparable category and commercial value.

Use of Trademarks and Event Documentation

The Sponsor shall not use the name, logo, trademarks, branding materials, photographs, or other intellectual property belonging to SWAM without the Organizer's prior written approval.

The Sponsor grants the Organizer a non-exclusive, royalty-free right to use the Sponsor's name, logo, trademarks, and promotional materials for event marketing, publicity, documentation, and post-event reporting in accordance with the sponsorship package purchased.

Personal Data

The Sponsor consents to the collection, processing, storage, and use of its personal and corporate data for purposes including, but not limited to, event administration, payment processing, communications, security, documentation, marketing related to the event, and compliance with applicable data protection laws and regulations.

Sanctions and Restriction of Participation

Sponsors found to have violated applicable laws, product legality requirements, intellectual property rights, event policies, or these Terms and Conditions may be prohibited from participating in any SWAM event for a period of up to twelve (12) months from the date of such violation.

Such restriction shall be without prejudice to the Organizer's right to claim damages or pursue any other legal remedies available under applicable law.

Governing Law and Dispute Resolution

These Terms and Conditions shall be governed by and construed in accordance with the laws of the Republic of Indonesia. Any dispute arising out of or in connection with these Terms and Conditions shall first be resolved amicably through good-faith negotiations.

If no settlement is reached, the Parties irrevocably submit to the exclusive jurisdiction of the District Court of Surabaya (Pengadilan Negeri Surabaya), unless otherwise agreed in writing.

Language

These Terms and Conditions are executed in both the Indonesian and English languages. In the event of any inconsistency, ambiguity, or conflict in interpretation between the two versions, the Indonesian version shall prevail.

The Exhibitor and all booth personnel shall comply with these Exhibitor Rules and Regulations, the Exhibitorship Terms and Conditions, all instructions provided during the official Technical Meeting, and all directions issued by the Organizer and the venue management.

The Exhibitor shall attend the official Technical Meeting, whether conducted in person or online, in accordance with the schedule determined by the Organizer. Failure to attend shall not relieve the Exhibitor of the obligation to comply with any information, amendments, instructions, or requirements communicated during or after the Technical Meeting.

The Exhibitor shall collect the official event name tags in accordance with the Organizer's instructions and ensure that all authorized personnel wear their name tags at all times while within the exhibition area. Name tags are personal, non-transferable, and shall not be lent, assigned, shared, or used by any unauthorized person. Replacement of lost or damaged name tags may be subject to an administrative fee.

Requests for additional booth personnel and/or additional name tags shall be submitted no later than two (2) weeks before the event and shall only become effective upon the Organizer's written approval.

The Exhibitor shall not invite or grant access to members of the general public (non-medical professionals) without the Organizer's prior written approval.

The Exhibitor and all booth personnel shall wear appropriate uniforms and/or professional attire throughout the duration of the event.

Business Ethics and Professionalism

The Exhibitor shall maintain professional conduct and business ethics throughout the event, including but not limited to:

• maintaining the cleanliness, safety, and orderly condition of the booth;
• refraining from soliciting, obstructing, or pressuring participants to visit the booth;
• distributing promotional materials, samples, or souvenirs only within the designated booth area; and
• ensuring that products, displays, promotional materials, or equipment do not obstruct aisles, entrances, exits, or neighboring exhibition booths.

The Exhibitor shall not organize corporate events, promotional activities, seminars, meetings, or any other activities that coincide with the official SWAM programme without the Organizer's prior written consent.

The Exhibitor shall not use single-use plastic banners or promotional materials unless expressly approved in writing by the Organizer. All promotional materials, including their specifications, dimensions, installation methods, and placement, shall comply with the Organizer's instructions.

The Exhibitor is strictly prohibited from performing invasive medical procedures, medical treatments, injections, or any other clinical procedures within the exhibition area.

The Exhibitor represents and warrants that all products, medical devices, equipment, materials, promotional content, samples, and any other items exhibited, promoted, sold, distributed, demonstrated, or otherwise used during the event fully comply with all applicable laws and regulations of the Republic of Indonesia, including, where required, possessing valid marketing authorizations, registrations, notifications, certifications, or approvals issued by the Indonesian Food and Drug Authority (BPOM), the Ministry of Health, and/or any other competent governmental authority.

Prohibition of Specific Products

The Exhibitor shall not display, promote, distribute, sell, or use any product that:

• a. does not possess any legally required licence, registration, authorization, or approval;
• b. is still undergoing an approval or registration process;
• c. unlawfully uses another party's licence, registration, identity, authorization, or documentation;
• d. has expired, been revoked, suspended, or otherwise become invalid; or
• e. contains false, misleading, incomplete, deceptive, or unlawful labels, promotional materials, representations, or claims.

The Exhibitor may only display, promote, distribute, or sell products for which it has received valid authorization from the principal manufacturer, trademark owner, or lawful rights holder, and only where such products have obtained all approvals, licences, and registrations required under applicable Indonesian laws.

The Organizer reserves the right, at any time, to request, inspect, and verify the Exhibitor's legal documents, regulatory approvals, authorization letters, products, promotional materials, displays, and event activities to ensure compliance with these Rules and Regulations and all applicable laws.

Where the Organizer reasonably believes that any product or activity may violate these Rules and Regulations, applicable law, public safety requirements, event security, public order, or may adversely affect the reputation of the event, the Organizer may require corrective action and may refuse, remove, suspend, restrict, or prohibit any product, promotional material, activity, facility, or booth, either temporarily or for the remainder of the event.

Any action taken by the Organizer as a consequence of the Exhibitor's breach or non-compliance shall not give rise to any obligation on the part of the Organizer to provide refunds, replacement facilities, compensation, or damages.

The Exhibitor shall bear sole and exclusive responsibility for the legality, safety, quality, labelling, advertising, promotional claims, marketing, distribution, sale, demonstration, use, and all legal consequences arising from its products and activities during the event.

The Exhibitor shall indemnify, defend, and hold harmless the Organizer, the organizing committee, their affiliates, directors, officers, employees, representatives, contractors, and related parties from and against any and all claims, demands, lawsuits, penalties, administrative sanctions, fines, liabilities, losses, damages, legal costs, expenses, reputational harm, or other consequences arising directly or indirectly from the Exhibitor's products, activities, negligence, misconduct, or breach of these Rules and Regulations or applicable law.

The Exhibitor shall promptly notify the Organizer of any governmental inspection, warning, cease-and-desist letter, legal notice, claim, investigation, regulatory action, or judicial proceeding relating to the Exhibitor's products or activities. The Exhibitor shall provide all relevant documentation, fully cooperate with the Organizer in responding to such matters, and bear all reasonable legal defence costs. These obligations shall survive the conclusion of the event.

Any violation of these Exhibitor Rules and Regulations may result in one or more sanctions imposed at the Organizer's sole discretion, including but not limited to: written or verbal warnings, mandatory corrective measures, suspension or termination of activities, removal of products or promotional materials, suspension of event facilities or privileges, temporary or permanent closure of the exhibition booth, cancellation of event facilities without refund or compensation, and/or prohibition from participating in any SWAM event for a period of up to twelve (12) months from the date of the violation.

The type, severity, and duration of any sanction shall be determined by the Organizer based on the nature, seriousness, and impact of the violation, without prejudice to the Organizer's right to seek damages or pursue any other remedies available under applicable law.