Terms and Conditions for sponsoring of EuroAnalysis2021
"Congress" shall mean the event, EuroAnalysis2021, which will take place on August 22–27, 2021, at the Radboud University in Nijmegen, The Netherlands and online.
"Organiser" shall mean the Stichting European Conference on Analytical Science, Technology and Education, Nijmegen, The Netherlands (KvK nr. 73301817).
"Exhibitor or Sponsor" shall mean any person, firm or organization to whom space / exhibition package was allocated by the Organisers in the above said congress, or with a confirmed sponsorship as outlined in this document.
"Co-exhibitor" shall mean any person, firm or organization exhibiting their own products or services on the stand space of an Exhibitor.
2. Application for participation & Acceptance
All applications for participation shall be made via the ´Registration form for Exhibitors and Sponsors´. The application shall be submitted to the Organiser. The submission of the application form shall be deemed to be confirmation of participation and full acceptance of the 'Terms & Conditions´ as stated herein. The application shall become a valid rental contract upon acceptation of the application by the Organiser (the “Rental Contract”).
3. Rental of facilities
a) Space only for a stand, including table(s) & chairs, according to the ordered type of the sponsor package will be provided.
b) The individual design of the stand is the concern of each individual Exhibitor. The design shall, however, be subjected to the construction regulations and restrictions applicable to the event venue and to the guidelines set by the Organiser.
c) If the Organiser is not able to offer the ordered site or space due to reasons for which the Organiser is responsible, then the Exhibitor is entitled to a fair compensation for the stand rent / exhibition package that has already been paid. The Exhibitor is not entitled, however, to any compensation other than for the stand rent / exhibition package and thus is not, under any circumstances, entitled to compensation for any indirect damage.
d) In cases where Congress material has been issued, the Organiser disclaims all responsibility for any errors in any material, either printed and/or in any electronic form.
4. Co-exhibitors and companies indirectly represented
Sponsor packages including stand areas made available solely as whole entries and only to one contracting party, the "Main Exhibitor". The use of the sponsor package / stand area by another company represented by its own congress goods (co-exhibitor) shall require a special application and written approval from the Organiser. Approval of co-exhibitors is likewise based on the criteria listed under paragraph 2 above, apart from this. Such companies shall also be subject to the Terms & Conditions, which are to be acknowledged by those companies in writing. The assignment of the rights and obligations to other parties, even if only in part, is not allowed unless approved by the Organiser in writing. The Main Exhibitor shall be liable at all times for any defaults on the side of his co-exhibitor(s) or indirectly represented company and their agents, to the same extent as for his own defaults and for the defaults of his own agents. The same shall apply to auxiliary staff. If paragraph 4 above applies, the main Exhibitor shall be liable to the Organiser for its own and for its co-exhibitors for all obligations arising out of the Rental Contract.
5. Terms of payment
a) Upon receipt of the invoice, the Exhibitor or the Sponsor will transfer the entire amount of the total exhibition and/or sponsorship package until due date as stated in the invoice (i.e., within 20 days). Please note that your claim for any exhibition or sponsorship option will only become firm when your payment has been received within 20 days of our invoice, otherwise your reservation will be considered cancelled by us in which case the Exhibitor or Sponsor shall not be entitled to any form of compensation from the Organizer.
b) For other additional services, payments must be made in full, in advance, when placing orders for services.
c) Payment by the stipulated date is a prerequisite for the Exhibitor's participation in the Congress and use of the stand location.
Cancellation has to be made in writing to the Organizer. Partial refund of payments is possible according to the following schedule:
a) 35% of the invoiced amount is due if the written cancellation is received before March 1st, 2021.
b) 65% of the invoiced amount is due if the written cancellation is received from March 1st until May 30, 2021.
c) 100% of the invoiced amount is due if the written cancellation is received later than June 1st, 2021 (incl. in case of no-show at the Congress).
7. Movement of exhibits
a) The Exhibitor shall bear the responsibility and costs of transport of exhibits to, within and from the Congress venue.
b) The Exhibitor shall make their own arrangements for the storage and ware housing of the exhibits, subject to the approval of the Organiser.
c) The Exhibitor shall submit a list of exhibits to the Organiser at least ten (10) days prior to the start of the Congress.
d) Exhibited goods cannot be removed during an on-going exhibition without a special consent of the Organiser.
8. Security, insurance and liability
The Organiser, its directors, trustees, offices, employees, agents and representations, will not be responsible for the safety of articles of any kind brought into the Congress by the Exhibitor or Sponsor, their employees, agents or contractors, members of the public or any person whosoever.
Exhibitors shall ensure that they are fully covered by an adequate insurance (the “Insurance”) and take out public liability and comprehensive protection. The period of Insurance shall be from the time the Exhibitor first enters the Congress area until all his exhibits have been properly removed to the satisfaction of the Organiser. The Exhibitor shall indemnify and hold the Organiser, its directors, trustees, offices, employees, agents and representations, harmless with respect to all costs, claims, liabilities, losses, demands, proceedings and expenses to which the Organiser, its directors, trustees, offices, employees, agents and representations may in any way be subject (including but not limited to members of the public, the staff of the local authorities, or the Organiser of Exhibitors' staff, agents or contractors) caused as a result of any act or omission of the Exhibitor, Co-exhibitor, Sponsor, representatives, employees, agents, contractors or invitees. If the Organiser so demands, the Exhibitor shall provide proof to the Organiser that the Exhibitor has adequate insurance coverage.
The Organiser shall not in any event be liable for any loss or damages whatsoever (including loss of profits suffered by the Exhibitor), as a result of any restrictions or conditions which prevent construction, completion, alteration or dismantling, or for the failure of any service normally provided at the Congress venue, for the cancellation or part-time opening of the Congress, either as a whole or in part, or for amendments or alterations to the program or any of the 'Terms & Conditions' caused by any circumstance not within their control.
9. Security responsibility
During all periods, security of exhibits, stands and furniture shall be the responsibility of the Exhibitor, his agent or contractor. The Organiser, its directors, trustees, offices, employees, agents and representations shall not be responsible for any losses, damages to property or injuries to person incurred.
10. Damage to the venue
The Exhibitor shall take good care of and shall not cause any damage or permit or suffer any damage to the Congress venue or to any part or parts thereof or to any fittings, equipment or other property therein, and shall make good and pay for damages thereto (including accident damage and damage by fire) caused by act or omission of himself, employees, Co-exhibitors, agents, representatives, contractors or persons by reason of the use of the Congress venue by the Exhibitor. Exhibitors shall ensure that they are fully covered by an adequate Insurance for any damage to the venue. The period of Insurance shall be from the time the Exhibitor first enters the Congress area until all his exhibits have been properly removed to the satisfaction of the Organiser. If the Organiser so demands, the Exhibitor shall provide proof to the Organiser that the Exhibitor has adequate insurance coverage.
11. Compliance with laws
These ´Terms and Conditions´ as well as the Rental Contract will be governed by the laws of the The Netherlands.
12. Supplementary clauses and Covid-19 measures
Whenever necessary to ensure the smooth management of the Congress, the Organiser shall have the right to issue Supplementary Regulations and Instructions in addition to the´Terms & Conditions´. In particular Covid-19 measures either from the Dutch government, local authorities and/or the Radboud University may apply. Any supplementary regulations and instructions are part of the 'Terms & Conditions' as well as the Rental Contract and binding to all Exhibitors and Sponsors.
Disclaimer notification: The organisers are not liable for any direct or indirect damage arising from any supplementary regulations and instructions. It is up to the Exhibitors and Sponsors to decide about insuring themselves against any circumstances.
13. Personal data protection
a) Contact details of delegates will not be made available by the Organisers to any Exhibitor or Sponsor due to data protection restrictions. Therefore the provision of delegate contact details cannot be considered as part of any sponsorship and/or exhibition booking.
b) The Exhibitor or Sponsor is aware and agrees that (parts of) EuroAnalysis2021 may be recorded for livestreaming and/or webinar purposes. Please note that EuroAnalysis2021 is a hybrid event that will also be organised as an online event during the same days. Recorded video and/or photo materials may contain images of personnel/delegates, the exhibition area and individual booths.
14. Infringement of 'Terms & Conditions'
The infringement of the above-mentioned 'Terms & Conditions', and any other future supplementary regulations and instructions issued by the Organiser, will result in the exclusion of the Exhibitor from the Congress, and the Exhibitor shall have no right to claim compensation or demand refund on any payments already processed, losses or expenses, nor shall the Exhibitor be released from their contractual obligation to pay.
15. Unforeseen Occurrences
In the event of any occurrence not foreseen in these ´Terms & Conditions', the decision of the Organiser shall be final.
Submission of the Registration form for Exhibition and Sponsorship implies acceptance of the above “Terms and Conditions”.