Registration
Registration Hours: https://cartagena2022.iceevent.org/program/program-at-a-glance
Registration will be in Portico on Level 1 of the CCCI during registration hours. Due to tight security measures, we request that each registrant pick up his or her own badge.
How to Register
The primary contact listed on the exhibit space contract will receive an email with number of complimentary registrations included with your stand, registration instructions, link, login name and password. You may also register onsite at any time during registration hours. All registrants are eligible to purchase tickets for conference events, activities, short courses, field trips, etc.
Registration Types:
- Exhibitor Full Conference Complimentary Registration: Includes move-in, move-out, access to the exhibit area during show hours, icebreaker reception, refreshment breaks, poster sessions, and opening session. Includes admission to oral technical sessions.
- Exhibit Staff Badge: Includes move-in, move-out, and access to the exhibit area during show hours, icebreaker reception, refreshment breaks, poster sessions, and opening session.
Does not include admission to oral technical sessions.
How Many Complimentary Exhibitor Full Conference Registrations Do I Receive?
Commercial Exhibitor: receive one Full Conference registration and one Exhibit Staff registration with every 6 M2 of exhibition space rented.
International Pavilion Exhibitor: 6 M2 booth One Full Conference Registration One Exhibition Only Registration, 8 M2 booth One Full Conference Registration Two Exhibition Only Registrations, 12 M2 booth Two Full Conference Registrations Two Exhibition Only Registrations
Non-profit Exhibitor: 1 full conference registration per 6M2
Additional Full Conference registrations may be purchased for US$ 895 and Exhibit Staff registrations for US $250.
Visas
It is your responsibility to apply for a passport, visa or any other required documents and to demonstrate to consular officials that you are properly classifiable as a visitor under Colombian law. You may obtain a visa letter from AAPG if you are registered and fully paid for the conference. You may request a letter by selecting the visa letter option online when you register or by contacting after registration only if you require additional details to be listed within your letter per requirements such as passport data. AAPG cannot assist you with the interview process, nor can anyone representing the sponsoring organizations call an embassy or consulate on your behalf to provide support for granting a visa. AAPG provides this letter for visa purposes only. Should your application be denied, AAPG can neither intervene in the process nor change the decision of the governmental agency. All expenses connected with obtaining proper documentation and attending the conference are your responsibility. If your visa application is denied your registration fee will be refunded in full.
Exhibitor-Appointed Contractor (EAC) / Work Authorization Information
Exhibiting Company Insurance & Indemnification
Each Exhibiting Company/Entity must first provide an adequate certificate of insurance meeting the requirements set forth in other areas of this contract as well as execute the Indemnification/Hold Harmless Agreement prior to any move-in, set up, exhibit or move out, tear down.
Exhibiting Company Personnel
Full-time employees of your company who carry positive company and personal identification may install and dismantle your own displays. Registered exhibitor personnel will be allowed to work in the Exhibition Area during move-in/setup, exhibit hours, and move-out/teardown.
Exhibitor-Appointed Contractors (EAC)
An Exhibitor-Appointed Contractor is a display house or Service Company who is an independent contractor (other than exclusive conference contractors or official suppliers) who provides a service (installation, dismantling, hostesses, models, etc.) and needs access to your space any time during move-in/setup, exhibit hours or move-out/teardown. If you plan to use an EAC, you are required to notify AAPG of the name, address and phone number of your contact for each company.
If you choose an EAC, there are three items that need to be completed:
- Work Authorization Information (Completed by Exhibitor)
- This information must be submitted to AAPG requesting authorization for the EAC to work in your area.
- No EAC personnel will have access to the Exhibition Area unless they have obtained proper authorization.
- Indemnification Agreement with List of Full-Time Employees (Completed by EAC)
- Each EAC must complete and sign the Indemnification Agreement and provide a list to AAPG of the EAC personnel who need access to the Exhibition Area.
- Wrist bands or work passes/badges will be provided for individuals on this list who are authorized to gain admittance to the Exhibition Area during move-in/setup and move-out/teardown.
- Workers in the Exhibition Area during exhibit hours must be properly registered and wear a badge.
- Certificate of Liability Insurance (Submitted by EAC)
Each EAC must submit certificates of insurance for both worker’s compensation insurance and comprehensive general liability insurance, designed and licensed to provide coverage in the applicable state/country. The worker’s compensation and employer’s liability insurance must comply with the statutory requirements of the state/Country of operation and include Employer’s Liability with Limits of $500,000/$500,000/$500,000. Comprehensive general liability coverage must provide $1,000,000 Combined Single Limit (CSL) for bodily injury and property damage coverage. All coverages must include AAPG with a Waiver of Subrogation and all coverages, except the work comp, must show AAPG as an Additional Insured. Thirty days’ notice is required of any change in your exhibitor-appointed contractor’s insurance coverage.
Worker permits
EAC Daily Check In: Upon arrival at the conference each day, these individuals must check in and present a valid personal identification record which includes a photograph (e.g., driver’s license, passport, etc.) to claim work passes. AAPG may deny or delay access into the Exhibition Area to EAC employees if the EAC fails to supply this list.
It is required by CCCI that ALL staff wear a name tag/badge that identifies them as setup, support or dismantling personnel.
Colombian Contractors
It is also required that all exhibitors ensure any Colombian hired workers to provide a valid affiliation to the Social Security System as designated by the Colombian legislation in article 2 of Decree 129. CCCI also requires that all contractors’ representatives responsible for setup activities inside the convention center must be duly affiliated to a professional risk management company (ARP). The CCCI security department reserves the right to deny admissions should contractors not supply affiliate information.
Failure to meet any of steps listed above could jeopardize the EAC’s ability to obtain proper authorization and admittance.