Rome, October 29-30-31, 2003, EUR, Palazzo dei Congressi	

	
50th 
National AIB Conference	Administrative secretariat:

Associazione italiana biblioteche
Viale Castro Pretorio 105 - 00185 Rome, Italy
Tel. + 39 06 4463532, fax + 39 06 4441139
E-mail bibliocom@aib.it
Internet: http://www.bibliocom.it
	
SPECIMEN OF REQUEST OF ADMISSION TO BIBLIOCOM-BIBLIOTEXPO 2003
(fill in all the spaces)	

Company information	
INFORMATION ABOUT THE COMPANY  IN CHARGE OF THE STAND
(Information about its registered office)
		INFORMATION FOR INVOICING
(Information on the company to which the invoice is to be made out only if different to the registered office)
 	
Company title 		Company title	
Address 		Address	
City                                             Prov.              Postcode		City                                            Prov.                 Postcode	
Country                                      Tel.		Country                                     Tel.                                              	
e-mail                                           Fax		e-mail                                          Fax	
VAT no. 		VAT no. 	
Fiscal code 		Fiscal code 	

□  Possible special regulation for VAT application (indicate the title and relative regulation of the D.P.R. n. 633/72 attaching statement)
	
Activities of the company 	 	Manufacturer 	 	Exclusive distributor for Italy 		Services	
Sector 							

1		Accessories and 
office forms 	10		commission agencies, subscription management, distribution 	19		photocopiers, digital reproduction system, microfilm	
2		Anti-shoplifting, safety	11		retrospective conversion	20		training	
3		Furnishing, lighting	12		DEHUMIDIFICATION, HUMIDIFICATION	21		management of cultural heritage	
4		audiovisuals	13		didactics for school	22		computer science and software 	
5		data base and cd-rom	14		digitizing	23		internet	
6		Electronic libraries 	15		disinfesting	24		combined use of media	
7		LIBRARIANSHIP 	16		DOCUMENT DELIVERY	25		self-servce  management systems	
8		cataloging, documentation,
advice,  classification	17		publishing, electronic publishing, professional publishing, e-books 	26		book  restoration, preservation protection	
9		air-conditioning	18		INSTITUTIoNAL BODIES AND ASSOCIATIONS	27		removals, transports

				 	
28	
	
other………………………………………	

LIST OF COMPANIES REPRESENTED - GUESTS – PARTNERS                                                                                      (Art. 4 of the General Regulations)	

Companies represented, for whom you are the exclusive distributor for Italy or part of the national territory:	
Company title  			
Nation	Activity sector no.		
For each company named above attach letter of investiture.	
Guest companies:	
Company title 			
Nation	Activity sector no.		
For each company named above attach authorization, issued by the same, to exhibit its products.	
Partner companies, belonging to the same group	
Company title 			
Nation 	Activity sector no.		
Attach documentation proving the position of Partner Company: without the documentation requested above Companies represented, Guests and Partners will not be inserted in the General Catalogue	

Total companies no. ______________________		
Should the space be insufficient, attach a list 	

PERSONS IN CHARGE OF RELATIONS WITH BIBLIOCOM-BIBLIOTEXPO	
Operational manager:      Name 	Surname	Position	
Address – tel. – fax – e-mail (if different from the registered office)	
Business manager:     Name 	Surname 	Position 	
Address – tel. – fax – e-mail (if different from the registered office)	

For the registration to Bibliocom 2003 the caution deposit, including the registration fee and the requested area deposit, must be paid previously. 

Attention: for the registrations arrived within June 15, 2003 there’s a 10% discount ( see the respective columns for the costs)

Registration fee (obligatory)	

Registration fee 	Within 
June 15	After 
June 15	Total	The registration fee includes: secretarial rights, management of additional services, fixed contribution for: insertion of company information in the General Catalogue, in the Proceedings of the Convention, in the list of exhibitors of AIB-WEB, a copy of the official catalogue of the exhibition, the badges permitting access of the exhibitors to the Palazzo dei Congressi.	

  Stand 	
€ 301       	
€ 331    	
€		
  Guests, represented, partners 	€ 143       	€ 157	€		
	Total registration fee 		€		
	VAT 20%		€		
	Total amount to be paid 		€		

Space booking requests and conditions	
The company asks to be admitted to participate in Bibliocom-Bibliotexpo 2003 which will be held from 29 to 31 October 2003 and to be assigned an exhibition space and any supplementary supplies with the characteristics described in enclosure (encl. 1).
Special requests will be considered as long as they are compatible with the space available and with the operational requirements and not binding for Italian Library Association as foreseen by art.  9 of the General Regulations.
	
Participation fee 	Within
June 15	      After               Square 
     June 15               metres	TOTAL	

Stand:                                                                                     unitary cost                         unitary cost          total required smq      	
Equipped exhibition area 1 side free	€ 204		€ 224        ×         smq	€ 	
Equipped exhibition area 2 side free	€ 225		€ 247        ×         smq 	€	
Equipped exhibition area 3 side free	€ 235		€ 258        ×         smq	€	
Equipped exhibition area 4 side free	€ 246		€ 270        ×         smq	€	
Unequipped exhibition area 1 side free	€ 148		€ 162        ×         smq	€	
Unequipped exhibition area 2 side free	€ 162		€ 178        ×         smq	€	
Unequipped exhibition area 3 side free	€ 170		€ 187        ×         smq	€	
Unequipped exhibition area 4 side free	€ 178	 	€ 195        ×         smq	€	
				Total exhibition area cost 	€	
				VAT 20%	€	
* Bank charges at exhibitor’s expense		*Total amount to be paid 	€	

Fill in all the spaces below	
Name/s to be indicated on the sign of the exhibition space 	If available èpreference is for the stand no.________	
		
	No. of exhibitors’ badges required by the company________	

Calculation of the (obligatory) caution money to be paid in advance Ways and terms of payment	

Registration fee 	     within                 after
     June 15               June 15		For reasons of acceptance of the request (Art. 4 and 5 of the General Regulations) attached are:
o Cheque no. ……. ...................of Bank …………………………… made out to Associazione Italiana Biblioteche.
o Copy of the payment, confirmed by the Bank, of the credit transfer made out to: AIB, c/o Banca di Roma, Ag. No.4 Via Solferino,24 – 00185 Rome – C/C 11590/38 
Abi 03002 Cab 05009 swift code BROMITRF 070  
o Certificate of registration C.C.I.A.A. or self-certification
o Copy of: a) letter of investiture for Companies represented; b) authorization of Guest Companies; c) documentation for Partner Companies.
o Illustrative documentation	
  Stand 	   € 301            € 331	€		
  For represented, guest, partner  company 	
   € 143             € 153	
€		
Smq area deposit				

Total smq………….requested   ×	
   €   91 per smq  	
€		
	Total caution deposit  	€	a)		
	vat 20%	€		

* Bank charges at exhibitors’ expense  	

*Total amount to be paid 	

€		

The request, the enclosures and the caution deposit must arrive, duly filled in and signed, to Associazione Italiana Biblioteche, Viale Castro Pretorio 105 - 00185 Rome, within the maximum expiry date of  20 September 2003. Requests without the caution deposit will not be considered valid for reasons of registration.  The balance of the participation fee will be paid within the times foreseen by the General Regulations (Art. 7). Bank charges (transfers etc.) are at the expense of the Exhibitor.
Insurance : For insurance reasons the Company declares the following presumed value of goods, material, fittings and equipment brought to the EUR Spa: €………………….; see Art. 13 of the General Regulations

Having noted and accepted the general conditions as described above 		

Segnature of the legal representative and stamp of the company
___________________________________________	
Date
_____________________________	
Terms of participation and conditions 	
Registration is open until  September 20, 2003. After this date requests will be considered on the basis of the space available.  According to and as a result of arts. 1341 and 1342 of the Civil Code, we specifically approve the clauses of the General Regulations hereinto referred: 2 – Duration, times and regulation of admittance; 3 - Admission; 5 – Registration, caution deposit and terms of presentation of the request of admission; 6 – Acceptance of the General Regulations; 7 – Confirmation of admission and terms of payment; 8 - Renunciation; 9 – Assigning of parking spaces; 11 - Prohibitions; 12 – Statement of value; 13 – Insurances, absolution of responsibility with regard to Italian Library Association; 14 – Rules and regulations; 15 – Technical rules; 20 – Force of circumstances; 21 – Protests and exclusive Forum. Moreover we confirm the accuracy of all the foregoing information and we undertake to keep Italian Library Association exempt and immune from any prejudice  that may derive from inaccuracies, and generally from the non-observance on our part of the Rules of participation, of which we declare to have taken note and which we accept completely in its every part.
.

    Signature of the legal representative                                                                                                        Date

    _________________________                                                                                                                 ________________________________

Rules of participation to  Bibliocom-Bibliotexpo 2003	

Article 1
TITLE 
DATE AND PLACE OF EXHIBITION
ORGANIZERS
Bibliocom-Bibliotexpo will take place in Rome at the Palazzo dei Congressi on the days October 29-31, 2003 and it will be organized by Associazione italiana biblioteche (hereinto referred as AIB)

Article 2
DURATION AND TIMES OF THE EVENT
REGULATION OF ADMITTANCE
The event will last three days and entrance will be free.  The opening times for visitors will be from 9.00 am to 7.00 pm; for the exhibitors from 8.30 am to 7.30 pm:AIB reserve the unappealable right to alter the opening times and even the date of the exhibition.

Article 3
ADMISSION
The following are admitted to exhibit at Bibliocom-Bibliotexpo.
a) producers, whose activities form part of the commodity sectors of Bibliocom-Bibliotexpo as described in the attached classification;
b) their official and/or exclusive distributors for Italy or part of the national territory;
c) consortiums, individual firms, companies, bodies and publishing houses, whose activities form part of the commodity sectors of Bibliocom-Bibliotexpo and with reference to goods, products and services, however included therein.

Article 4
COMPANIES REPRESENTED
GUESTS
PARTNERS
The subjects described in art. 3 can exhibit in the stand assigned to them only goods of their own manufacture or products of the:
1) Companies represented with exclusive rights: the exhibitors described in art. 3 lett. b) must indicate on their request of admission the companies represented.  They must also demonstrate that they hold the position of exclusive distributors for all or part of the national territory attaching a statement of the same company represented or a copy of the contract of distribution valid for the current year.  Should a dispute arise with regard to the competence of the position of exclusive distributor, only the written statement of the company represented will count.  The companies represented not having exclusive rights may be declared as Guest Companies.
2) Guest companies: all the exhibitors can ask to host other companies within their own stand, stating this in the request and attaching a written authorization of the same.  AIB reserves the faculty to consider individually the advisability of granting this request, especially where the company hosted already participates in the exhibition in the role of exhibitor or of company represented.

3) Partner Companies: in the case of collective participation (groups, consortiums, associations, etc.) the leader company, in whose name the request of admission was made, can list the other companies, attaching the documentation that proves its position of Leader Company.
Without the above required documentation, the Companies Represented, Guests and Partners will not be inserted in the General Catalogue.

Article 5
REGISTRATION
CAUTION DEPOSIT AND TERMS OF PRESENTATION OF THE REQUEST OF ADMISSION
The subjects described in previous art. 3 must send this request of admission to Segreteria organizzativa Bibliocom, c/o Associazione Italiana Biblioteche, Viale Castro Pretorio,105 – 00185 Rome, tel. +39 06 4463532, fax +39 06 4441139, e-mail bibliocom@aib.it, duly compiled and undersigned by the legal representative with specific acceptance of the particular clauses mentioned in the marginal note, by the September 20, 2003 and no later.  The post office stamp will act as proof as will the date and statement of receipt by AIB if delivered by hand. The request must arrive together with:
• caution deposit calculated as follows: registration fee for the company in whose name the stand is registered, registration fee for all the publishing houses represented, guests or partners, and deposit on the participation fee according to the modalities and amounts indicated on the front of this form.  The requests of admission that do not include the caution deposit will not be accepted;
• certification of registration in the C.C.I.A.A.;
• where foreseen, documentation as described in art. 4.
AIB reserves the faculty to subordinate the admission of the applicant to an examination of the documentation sent.  Requests that do not conform to the aforesaid regulations, just as requests of additions or alterations to the request, that arrive after the expiry date given above, may not be accepted.  AIB has the faculty to proceed differently in special cases, at its own unappealable judgement, according to modalities and conditions which will be determined each time.  The requests of admission to the exhibition cannot contain either reservations or conditions of any sort.  The caution deposits paid will be returned should the request of admission not be accepted.

Article 6
ACCEPTANCE OF THE GENERAL REGULATIONS
By signing the request of admission the exhibitor undertakes to participate in the exhibition, in the stand that he will be assigned as described in art. 9 and to accept without reservations the General Regulations, the Technical Regulations and all the additional regulations that will be issued, at any time, by the organizers in the interests of the event.

Article 7
CONFIRMATION OF ADMISSION
TERMS OF PAYMENT
The acceptance of the request of admission conforming to arts. 4-5 is exclusively reserved to the final and unappealable evaluation of AIB, which is under no obligation to explain its motivation.
The acceptance of the request with the resulting implementation of the contract and the admission to Bibliocom-Bibliotexpo will be finalized either with a written communication (notification) to the firm that has asked if it has been assigned a stand or, should AIB not have communicated the lack of acceptance, within 30 days from the receipt of the request.  The notification will be sent to the exhibitor and for reasons of the date, the delivery receipt retained by the forwarding agent or other similar documentation will be considered valid.  In conformity with art. 5 requests that arrive without the caution deposit will not be considered.  If after admission the exhibitor should prove to be without the requirements necessary according to arts. 3-4, AIB reserves the faculty to exclude or expel him from Bibliocom-Bibliotexpo. The exclusion and/or expulsion will be considered as a withdrawal of the request with the application of art.8.
The balance of the amounts owing for the participation fee must be paid within 15 days from the receipt of the invoice and, in any case, by and not after October 10, 2003 to Associazione Italiana Biblioteche, Viale Castro Pretorio,105 – 00185 Rome, sending a copy of the payment made by fax to no. + 39 06 4441139. Lack of payment by the above date will be taken as a renunciation of participation in the exhibition with the resulting prohibition to set up a stand and the application of the following art. 8.
The bank charges  (credit transfers, etc.) regarding the payment of the caution deposit, of the balance, of the supplementary fittings and additional services are at the expense of the exhibitor.

Article 8
RENUNCIATION
The renunciation to participate in Bibliocom-Bibliotexpo or the withdrawal of the request must be communicated by registered letter with receipt of acceptance sent to AIB. If the requesting firm withdraws its request before the communication of the assignment of a stand, the following will be retained:
• € 300 for expenses sustained by AIB for the processing of the request if the renunciation arrives by and not later than October 5, 2003;
• the entire caution deposit if the renunciation arrives after October 5, 2003.
If the renunciation should arrive after the communication of the assignment of the stand (notification), AIB would have the right to retain all the payments and fees foreseen and/or agreed: should that area left free be granted to others, only the caution deposit would be retained.  These clauses will be applied even in the case of a partial renunciation of the space.
In any case if the request is withdrawn after  October 15, 2003, AIB will in any case have the right to the entire fee, even if the assignment of the stand had not been communicated.  In no case can the firm claim from AIB the reimbursement of the expenses and costs sustained for the stand and its equipment.

Article 9
ASSIGNMENT OF STAND
The assignment of the stands, their size, position and location in the various areas are unappealably decided by AIB, bearing in mind the general interest of the exhibition and of the requests and considering the preferences expressed by the exhibitor in his request of admission: requests which however are not in any way binding for AIB, even if the same will try to give them due consideration.
AIB likewise reserves the faculty to alter the location and/or the size of the stand already assigned, should this be necessary for technical reasons or organizational requirements.

Article 10
VARIOUS SERVICES
The following services are included:
• general surveillance of the exhibition areas;
• third party civil responsibility insurance;
• a free copy of the General Catalogue;
• supply of exhibitors’ badges.
A flat rate payment has moreover been arranged for the following “various essential services”:
• installed electricity up to 2 Kw;
• cleaning of the stands;
• municipal tax on advertising;
• extinguishers (one up to 50 sqm, two or more for larger areas).
The debit will be invoiced together with the participation fee.  The amount of the participation fee and the conditions for the various types of stand are indicated on the second page of the request of admission.

Article 11
PROHIBITIONS
It is forbidden:
a) to cede or sublet to third parties, even free of charge, the stand assigned;
b) to exhibit on the stand products of firms that were not declared in the request of admission and officially accepted by AIB, as also to exhibit or deal with products relative to sectors not specified in the request of admission.  Exceptions to this prohibition may be exceptionally granted if justified by requirements of exhibition or the demonstration of a product that is legitimately exhibited, as long as requested in writing at least 30 days before the opening;
c) to take photos and make films inside Bibliocom-Bibliotexpo unless provided with the special authorization issued by AIB;
d) to make sound broadcasts and every sort of phonic sound unless the volume is kept at a low level (max 70 dB).
The violation of even one of the prohibitions described above involves the immediate exclusion and/or expulsion from the current Bibliocom-Bibliotexpo or subsequent editions with the obligation to compensate AIB for the damage incurred.

Article 12
STATEMENT OF VALUE
The exhibitor is bound to state in the request of admission the presumed value and the commodity description of the goods, material, fittings and equipment brought to Bibliocom- Bibliotexpo even on behalf of the firms represented.

Article 13
INSURANCE – ABSOLUTION OF RESPONSIBILITY WITH REGARD TO AIB 
The exhibitor is bound to arrange and transmit confirmation that insurance coverage has been taken out to cover third party civil responsibility, theft, robbery, fire and accessory guarantees, with clauses of renunciation of compensation from third parties therein including AIB.
As regards material damages and in reference to the goods exhibited, should there be no communication of coverage arranged by the exhibitor, AIB reserves the possibility of requesting quotations and possibly issuing insurance coverage debiting the cost to the exhibiting company.

Article 14
RULES – REGULATIONS
AIB reserves the right to establish, even apart from this Regulation, any rules and orders that it will consider opportune for better controlling the exhibition and its inherent services.
These rules and orders will be communicated to the exhibitors and will have the same value as this Regulation and the same binding nature; therefore, if they are not observed, the transgressor can be expelled and/or excluded from Bibliocom-Bibliotexpo, with the obligation to compensate the damages incurred by AIB.

Article 15
TECHNICAL REGULATIONS
Regulations of a technical nature for the equipping of the stand and others of a general nature are contained in the Technical Regulations of the EUR Spa which will be sent after the acceptance of the request. These Regulation, deposited at the offices of AIB, forms an integral part of these General Regulations which the exhibitor as of now undertakes to respect.

Article 16
ADVERTISING ACTIVITIES
Advertising – except for that within the stand – will be carried out by the exhibitors in agreement with AIB.
Strolling advertising in the lanes of Bibliocom – Bibliotexpo is forbidden.

Article 17
PREPARATION
The exhibitor can proceed to prepare and equip the assigned exhibition space on  October 14, 2002 from 2.30 pm to 7.00 pm.  The Organizer reserves the right to have eliminated or altered at the expense of the Exhibitor that equipment or part of equipment which may compromise or cause damage to the other exhibitors, to the public or to the general appearance of the Exhibition or which do not conform to the Technical Norms requested by EUR Spa.
The Exhibitor must arrange his preparations exclusively in the assigned exhibition stand and for the acquired area. 

Article 18
aSSEMBLING-RESTITUTION-DISMAN-TLING OF THE EXHIBITION SPACE
The assembling of the stand by the exhibitor will take place on October 28, 2003 from 2.30 p.m. to 7.30 p.m. It is strictly forbidden to begin dismantling the stand before 5.00 pm of  October 31, 2003 and the operation must be carried out before 8.00 pm of October 31, 2003, or between 9.00 am and 1.00 pm of November 1, 2003. Operations of dismantling or removal of material being exhibited is not permitted before the date and time indicated above. All material and every residue of equipment must be removed from the exhibition space, including floor coverings and double sided adhesive tape. 
Considering the exhibition area must be made available for another event, the Organizer reserves the right to clear at the risk and expense of the Exhibitor all the material, plant and anything else that has not been collected within the prescribed times in order to restore the occupied space to its original state.  Any couriers called by the firms to collect parcels  by 4.00 p.m. on November 3, 2003 at the Palazzo dei Congressi can collect these parcels at the specially arranged Bibliocom storage area.  The parcels must be well prepared and correctly labelled.

Article 19
STORAGE BEYOND THE DELIVERY DATE
Should possible couriers called by the firms to collect the parcels in storage not collect the goods by 4.00 pm of November 3, 2003 at the Bibliocom storage area at the Palazzo dei Congressi.AIB will not be responsible for the possible loss of the parcels in storage. 

Article 20
FORCE OF CIRCUMSTANCES
Due to force of circumstances or in any case for reasons independent of the will of AIB, the date of the event may be changed or the event suppressed.  In the latter case, AIB, having absolved its commitments towards third parties and covered the expenses of organization  incurred for any reason, will return the remaining sum to the exhibitors, by way of reimbursement, in proportion to the amounts owed for the subscribed square metres and in any case within the limits of the amount subscribed and on that date paid.  AIB will in any case have the right to receive the amount of the expenses incurred for preparing systems and/or installations carried out under the specific order of the exhibitors.  AIB will not be responsible for damages, which
cannot be claimed for any reason whatsoever.

Article 21
PROTESTS – EXCLUSIVE FORUM
Any protests must be presented in writing to AIB within the term of 15 days from  the end of the event and no later, under penalty of forfeiture. For anything that is not foreseen and specified in this Regulation, reference will be made to the Technical Regulations.  For any controversies the decision of the Judicial Authorities of the Forum of Rome will be final.

We ask you to carefully check the accuracy of the information supplied and to sign this document in the required spaces.  The request of admission will only be considered valid if in the original version and accompanied by the caution deposit.
Access to the event will only be authorized if the exhibitor is up-to-date with his payment of the balance due according to what is indicated in article 7 of the General Rules.