ASLM 2026 Conference

1. Exhibitor Registration

1.1 Exhibition space will be allocated on a first-paid, first-confirmed basis and is subject to availability.

1.2 Submission of an exhibitor application does not constitute acceptance by ASLM. Registration shall only be deemed confirmed upon:

• Receipt of a completed exhibitor registration form;
• Receipt of a signed exhibition agreement;
• Full payment of all applicable exhibition fees; and
• Written confirmation from ASLM.

1.3 ASLM reserves the right to reject any application that is not aligned with the objectives, values, or scientific integrity of the conference.

1.4 The exhibitor shall not assign, sublet, share, or transfer any exhibition space without prior written approval from ASLM.

1.5 All exhibitors must comply with the ASLM 2026 Exhibitor Manual, venue regulations, health and safety requirements, and any instructions issued by the Conference Secretariat or venue management.

2. Payment Terms

2.1 A full payment of the exhibition fee is required within fourteen (14) days of invoice issuance to secure exhibition space.

2.2 All payments of all exhibition fees must be received no later than 30 October 2026, being at least four (4) weeks before the conference and exhibition build-up period.

2.3 Failure to settle outstanding amounts by the payment deadline may result in:

• Cancellation of the reserved stand;
• Reallocation of the space to another exhibitor; and
• Forfeiture of any deposits already paid.

2.4 All bank charges, foreign exchange fees, and transfer costs shall be borne by the exhibitor.

3. Registration Deadlines

The conference is scheduled for 8 – 11 December 2026 at the Cape Town International Convention Centre (CTICC), Cape Town, South Africa.

4. Exhibitor Cancellations

4.1 All cancellation requests must be submitted in writing to the Conference Secretariat.

4.2 The effective cancellation date shall be the date on which ASLM receives written notice of cancellation.

4.3 The following cancellation fees shall apply:

These provisions align with the general cancellation framework already contained in the conference T&Cs while providing clearer exhibitor-specific percentages.

5. Exhibitor Substitutions and Personnel Changes

5.1 Exhibitors may replace registered booth personnel at no additional charge up to fifteen (15) calendar days before the conference commencement date.

5.2 Requests for personnel substitutions must be submitted in writing to the Conference Secretariat.

5.3 Accreditation badges remain strictly non-transferable and may only be used by the individual named on the registration record.

6. ASLM Cancellation or Rescheduling

6.1 ASLM reserves the right to postpone, reschedule, relocate, or cancel the conference due to circumstances beyond its reasonable control, including but not limited to:

• Natural disasters;
• Public health emergencies;
• Government restrictions;
• Civil unrest;
• Venue unavailability; or
• Other force majeure events.

6.2 Where ASLM cancels the conference entirely, exhibitors may elect either:

• A full refund of fees paid; or
• A transfer of exhibition fees to the rescheduled event.

6.3 ASLM shall not be liable for any travel, accommodation, shipping, stand construction, staffing, or other consequential costs incurred by exhibitors.

7. Non-Attendance

7.1 No refunds shall be granted where:

• An exhibitor fails to occupy the allocated stand space;
• An exhibitor arrives late;
• An exhibitor departs early; or
• Registered representatives fail to attend.

8. Refund Processing

8.1 Approved refunds shall be processed within sixty (60) days after the conference concludes.

8.2 Refunds shall be made using the original payment method where reasonably practicable.

8.3 Administrative and banking charges incurred by ASLM will be deducted from any refundable amount.

9. Liability and Insurance

9.1 Exhibitors are responsible for obtaining adequate insurance coverage for:

• Booth structures;
• Equipment;
• Merchandise;
• Public liability;
• Personal injury; and
• Property damage.

9.2 ASLM, CTICC, the event organiser, and appointed contractors shall not be responsible for loss, theft, damage, injury, or destruction of exhibitor property.

10. Governing Law

These Exhibitor Terms and Conditions shall be governed by and interpreted in accordance with the laws of the Republic of South Africa, and any disputes shall be subject to the jurisdiction of South African courts.