Symposium 2024 Support Package

 

Terms and Conditions

 

1 General

Participation is open to sponsors and to sponsors who also wish to exhibit. A sponsorship cannot be shared unless otherwise authorised by the event organiser. The contract becomes effective upon receipt of the completed and signed contract form and legally binds both parties to the contractual duties of the terms and conditions unless it is annulled in writing by the event organisers. Within a week of receiving the signed booking form, a confirmation of receipt will be sent by e-mail; therefore it is compulsory to specify correct contact details in the contract form. The Symposium is hosted by International Council on Badges and Credentials [ICoBC] (event organiser) which reserves the right, at its sole discretion and without further explanation, to limit or deny access to any entity or individual to the said Symposium. When registering for any of International Council on Badges and Credentials [ICoBC]’s Symposiums, applicants waive the right to appeal against any decision made by International Council on Badges and Credentials [ICoBC] to refuse or limit access to the Symposium.

 

2 Cancellation of contract

2.1 Cancellation by sponsor/exhibitor

Sponsors’ contracts are considered as binding. The contract becomes effective with the receipt of the completed and signed contract form as stated under paragraph 1. Once they have submitted a binding contract form, applicants cannot be discharged from their contractual duties. Sponsors cancelling their participation are charged with the full amount of the contract.

2.2 Cancellation by the event organisers

If the event organiser, for whatever reason, except for Force Majeure, fails to fulfil its contractual obligation concerning the sponsor’s contract, the sponsor will be entitled to reimbursement of the full amount paid.

 

3 Force Majeure

Cases that fall under the category of Force Majeure are defined as war or riots, natural catastrophes or fire, epidemics, or quarantine, strikes or lockouts, government sanctions or similar circumstances.

3.1 Cancellation of the event

If the event organiser is prevented from pursuing its contractual obligations for reasons beyond its control that fall under the category of Force Majeure (as defined above) both parties are exempt from its contractual obligations. The event organiser will immediately inform the sponsor should a case of Force Majeure occur. In any cases of a Force Majeure, all claims with regard to the sponsor’s contract become void, however, the event organiser will claim costs for already incurred expenses as well as administration costs for work done. Moreover, ICoBC will not accept any liability for any losses and/or damages due to a force majeure, thus the sponsor has no claim to compensation.

3.2 Rescheduling of the event

If the event organiser is in a position to hold the event at a later date, it must notify the sponsor immediately. Sponsors are entitled to cancel their participation in the event that is rescheduled, provided that this cancellation is made within a week following receipt of the notification. In such cases, all claims with regard to the sponsor’s contract become void. However, the event organiser will claim costs for already incurred expenses as well as administration costs for work done. Moreover, the sponsor has no claim to compensation.

3.3 For events that have already commenced

If the event organiser is obliged to shorten or cancel an event that has already begun, due to cases of Force Majeure, sponsors are not entitled to assert claims for reimbursement or for exemption from sponsorship fees.

 

4 Allocation of exhibition space

If also exhibiting, the event organiser will be entitled to decide on the allocation of exhibition space, the execution of instructions concerning the building of stands and passages, and all safety measures required. Any exchange of space between two exhibitors will be subject to the approval of the event organiser. The event organiser will allocate the stands and comply, as far as possible, with the wishes of the sponsor regarding their exhibition space.

 

5 Construction of your table

If also exhibiting, International Council on Badges and Credentials [ICoBC] will provide you with a table. International Council on Badges and Credentials [ICoBC] must be provided with preferred position of the table. The final position of the table needs to be approved by the event organisers as well as the venue.

 

6 Payment

All fees are payable in Euro (€). The amount due, the deadline and payment method are specified on the invoice respectively be done via Credit Card (see below). Reminders sent for the invoices which are not paid within the specified time frame will be billed at an additional 10 Euro (€) a piece. International Council on Badges and Credentials [ICoBC] reserves the right to refuse access to the exhibition spaces that have not been paid. International Council on Badges and Credentials [ICoBC] does not accept payment by cheque.

 

7 Transport and delivery of exhibits

Sponsors sending material for inclusion in the Symposium bags and/or sponsors who are also exhibitors and wish to ship material for the stand are free to employ their own forwarding agent. The event organiser shall not be held liable for loss or incorrect delivery or returns of material. The storage of crates or any other kind of packing material in the stand and in the exhibition rooms is not possible because of fire regulations.

 

8 Advertising during the exhibition

Any presentation exceeding the benefits agreed upon in the contract will be subject to written approval of the event organiser. If also exhibiting, without special permission of the event organiser, advertising material may not be distributed outside the allocated exhibition space or designated area. The event organiser will be entitled to prohibit unauthorised advertising without judicial order.

 

9 Liability and insurance

Sponsors who are also exhibitors must be insured against fire and theft. The organiser will not be held liable for any loss of or damage to exhibits or equipment, for instance through fire or theft, regardless of whether this damage or loss is sustained prior to, during, or after the exhibition. The event organiser can only be held liable for damages caused deliberately or due to gross negligence by the event organiser, its employees, legal representatives or auxiliary persons. Liability for slight negligence is excluded. Exhibitors/sponsors on their part will be held liable for any damage to persons or objects caused by them, their employees, and their representatives or by their exhibits or items of their equipment. The exhibitors also carry the full risk for their stand and exhibits.

 

11 Security and cleaning

The exhibition area will be guarded on Symposium days between 09:00 and 17:00. However, no liability will arise from this for the event organiser. The daily cleaning of the passages in the exhibition halls will be arranged by the event organiser and is included in the rent.

 

12 Electricity

The cost of general lighting is included in the rent paid for the allocated exhibition space. Outlet boxes for special lighting and equipment can be installed by staff at the expense of the exhibitor. Payment can be made on a lump sum basis according to the connected load.

 

13 Concluding provisions

No exhibit may be removed from the exhibition premises prior to the last day of the Symposium at 18:00 without the special permission of the event organiser.

 

Oral agreements, in particular those concerning the modification of these conditions, will be subject to the written approval of the event organiser. Exhibitors and/or sponsors may use the Symposium/exhibition, within the agreement, to promote their own products and services while refraining from addressing or referring to the competition in any detrimental way.

This contract, valid under German law, is enforceable in the jurisdiction of the Court of Berlin.