General Rules & Regulations - Terms & Conditions
MCI Benelux (VAT N° BE 0480 076 556, headquartered at Avenue des Arts 47, 1000 Brussels, Belgium) has been entrusted by the World LPG Communication SARL with the general logistics and organization of LPG Week 2023 here below referred to as “the Event”, to be held from 13th to 17th November 2023 in Rome, Italy. MCI Benelux may also be referred to as ‘The Organisers” here below.
MCI Benelux may also be referred to as “The Organisers” here below. The person or Organization making a reservation to book an exhibition space buying an advertisement or becoming a sponsor to the Event may also be referred to as “the Buyer”. Both the Organisers and the Buyer may also be referred to as “the Parties”.
In order to be valid, reservations have to be made through the online booking platform of the website www.lpgweek.com. To be confirmed, application forms must be signed by the company and uploaded on this platform. MCI Benelux will follow up on these reservations. For any questions, you can contact MCI Benelux by email at email@example.com.
In the absence of a specific written contract between the Parties, the electronic signature of the reservation form(s) constitutes a firm commitment and compels, if applicable, the subscriber to accept both the general terms and conditions, the exhibition rules & regulations as well as all the specific conditions related to the Event. No verbal nor telephone agreement will commit the Organisers unless confirmed in writing.
Reservations will be attributed in order of arrival unless specific event conditions state differently and are subject to payment in full and the agreement of the Organisers. Once the reservations have been confirmed, no change will be possible without the Organisers’ written agreement. All payments must be received by the Organisers prior to the Event as per the general or specific Event conditions. No Buyer will be allowed to be listed as a sponsor/exhibitor/advertiser in the Event publications nor begin move-in operations until full payment is received by the Organisers according to the here below-stated conditions.
As for the Exhibition, the floor plan presented in the exhibition brochure is noncontractual. It is subject to acceptance by the Local Public authorities and its official Fire & Safety Regulation Services. The Organisers reserve the right to change if deemed advisable, the location, size and layout of the surfaces requested by the exhibitor.
RESERVATION CONFIRMATION CONDITIONS
For reservations received an invoice will be issued once the completed reservation form is received by the Organisers. Payment of 50% deposit is due upon receipt of the invoice. Should payment not be received by MCI Benelux within this time frame, the Organisers reserve the right to cancel the corresponding reservation and charge the 50% deposit. The total balance due is to be settled by June 30th, 2023, at the latest. Non-payment by this stated deadline may lead to cancellation of the reservation (booth or any other item), and without reimbursement of the sums paid.
ACCEPTANCE OF RESERVATIONS
The Organisers reserve the right to refuse reservations from Buyers not meeting standard requirements nor expectations and reserve the right to curtail or close stands, wholly or partially, that reflect unfavorably on the character and the purpose of the Event.
Any outstanding fees due from past events from the Buyer to the Organisers may result in the refusal of the reservation until the payment of such outstanding fees has been received by the Organisers. The reservation would then be considered by the Organisers based on availability at that specific time.
The Organisers (MCI Benelux) are the sole competent and authorized company to receive payments for this Event.
• Bank transfer to the order of LPG Week 2023/ MCI Benelux – Payment details will be indicated on your invoice (For any bank transfers the Buyer must indicate the reason for payment on the transfer form, e.g., sponsorship, booth payment, advertising etc.).
• The Organisers also accept the following credit cards under certain conditions: VISA,MASTERCARD, EUROCARD and AMERICAN EXPRESS.
CANCELLATION CONDITIONS (APPLICABLE TO ALL RESERVATIONS)
All cancellations must be made in writing to MCI Benelux. The Organisers shall retain:
- 25% of the agreed amount due if the cancellation is made before 3rd of April 2023.
- 50% of the agreed amount due if the cancellation is made between 4th of April 2023 and 30th of June 2023.
- 100% of the agreed amount due if the cancellation is made after 3rd of July 2023 or after.
After a reservation has been confirmed, a reduction of booth space, a modification of booth type or any other kind of item reduction,
is considered as a cancellation and will be governed by the above cancellation policy. As for the exhibition, a reduction in space may result in relocation of exhibit space at the discretion of the Organisers.
LOCAL AND SITE REGULATIONS
Buyers shall abide by the local and site regulations with respect to law and order, as well as safe and security. The Organisers will take appropriate action against those who do not comply with the regulations. The Organisers have the authority to demand removal/ change of any tools/papers/ documents/ structures which are not in accordance with the Event rules or even cancel the participation of the Buyer. The decision of the Organisers will be final and binding.
ENTRY TO THE EVENT VENUE AND EXHIBITION
Access to the exhibition will only be possible for registered participants. Exhibitors’ badges will allow access only to the exhibition.
To attend any meetings or sessions, exhibitors will need to register as full delegates and pay the appropriate registration fee if applicable (refer to conference regulations policy).
USE OF RENTED SPACE AND BUILDING RULES
The use and branding of exhibit space may not exceed the rented surface. The height limitation as communicated in the Exhibition Service Manual must be respected both for physical and visual devices (e.g., lasers, gobos, etc.).
The Buyer renounces to take recourse against the Organisers or against the owners of the premises and undertakes to underwrite insurance policies covering all the risks incurred by the material exhibited (theft, damage, etc...) along with public liability covering the permanent or occasional staff employed by the Buyer, present at the Event. None of the Organisers’ Insurance will cover the Buyer’s activities during the Event. The Buyer must maintain at their own expense public liability insurance covering legal liability in respect of:
(i) Damage to any real or personal property, including any damage to the Venue or to any fitting, equipment, or other property in the Venue.
(ii) injury to, or death of, any person arising out of or in connection with the Buyer’s participation in or attendance at the Event; and
(iii) their employees, agents, and contractors.
(b) The period of insurance shall be from the time the Buyer first enters the Venue until all their exhibits have been properly removed to the satisfaction of the Organiser.
(c) The Buyer will indemnify and hold the Organiser and its representatives harmless in respect of all costs, claims, liabilities, losses, demands, proceedings, and expenses to which the Organiser and its representatives may in any way be subject as a result of the Buyer’s participation in the Event.
(d) If the Organiser so demands the Buyer must provide proof to the Organiser that the Client has adequate insurance coverage.
(e) The Organiser will not, in any event, be held responsible for any loss or damages whatsoever (including loss of profits suffered by the Buyer) as a result of any restrictions or conditions which prevent the construction, erection, completion, alteration or dismantling of the Buyer’s stand or for the failure of any service normally provided at the listed Venue, for the cancellation or parttime opening of the Event either as a whole or in part, or for amendments or alterations to all or any of the ‘Terms & Conditions caused by any circumstance not within the Organiser’s control.
The Organisers strongly recommend the Buyer to obtain adequate cover for travel cancellation, health, accident, and cancellation insurance before they depart to the Event or leave their country.
FAILURE TO OCCUPY SPACE
Exhibitors not occupying booth space by November 14th, 2023, will forfeit their booth space without refund. The space may be resold or used by the Organisers.
In the Case of Force Majeure, the event dates may be changed, or the latter may be purely and simply cancelled, the Organisers are not liable for failing to perform their obligations under this Agreement due to acts of God, natural disasters, pandemics, war, civil disturbance, or government action preventing the Organisers to perform their obligations under this Agreement where the cause is beyond the Organiser’s reasonable control (each a Force Majeure Event). The Organisers will provide written notice to the Sponsors, partners & exhibiting companies within a commercially reasonable time and use best efforts to resume performance as soon as reasonably possible. The Organisers may propose to amend the Services, notably by proposing an alternative venue and/ or dates, that the Sponsors, partners & exhibiting companies shall consider in good faith and shall not reject without valid and objective reasons. In case the Event date is postponed or cancelled for reasons beyond the Organiser’s control (Force Majeure Event), the Organisers shall charge a 10% fee to the sponsors, partners & exhibiting companies covering services reasonably caused by the termination of this Agreement or the cancellation of the Event, and the time spent by the Organisers to mitigate the effects of the Force Majeure event.
Likewise, and especially in case of risk of harm to any person’s security (and independently from any case of Force Majeure), the Event Organisers reserve the right to change the Event location and, if necessary, to move the Event to another country or region than the one initially planned. The Event cancellation conditions stated below shall apply; the Organisers strongly recommend that Buyers subscribe adequate insurance covers and adequate cancellation insurance. In the Event of litigation, jurisdiction falls under the Brussels Law Courts alone.
INTERPRETATION OF THE REGULATIONS AND AMENDMENTS
The Organiser is the sole competent authority as to problems arising from the interpretation of the here enclosed regulations and their enforcement. Any expenses resulting from the non-observance of the here-enclosed regulations will be chargeable to the Buyer. MCI Benelux reserves the right to change or to complete the here-enclosed regulations without prior notice, but the Buyer will be informed.
A Services Manual will be sent to every duly registered Buyer a few months before the Event. This manual contains all the necessary information regarding general conditions, safety regulations, booth set-up and arrangement conditions, description of the booth, specification documents and maps along with order forms and prices for all necessary services (telephone, electricity, transport, storage...) required by the Buyer.
PARTNER/EXHIBITOR/SPONSOR DIGITAL USER GUIDE
Instructions and tutorials will be sent to every duly registered Buyer before the Event. These instructions will contain all the necessary information regarding general conditions, graphics requirements, specification documents along with a user guide for the virtual event platform. During the event, the Organiser will provide English-speaking technical support for the use of the virtual event platform.
HEALTH AND SAFETY LAWS AND REGULATIONS AT WORK
It is the responsibility of the Buyer to ensure that his contractor, employees, displays and exhibits all comply with the latest legislation regarding Health and Safety at Work regulations. The Organisers cannot be held responsible for the Buyer’s non-compliance to these laws and regulations and is entitled to stop booth building or remove the booth if the latter is not compliant with the local regulation and this without any possible claims against the Organisers.
THIRD PARTY COMPANIES
The Organisers will communicate exclusively with clearly identified third party Companies officially mandated by the Buyer (participating exhibitors and sponsors). Queries received from third party Companies (i.e., communication and press agencies) which do not clearly indicate which Buyer they are representing will not be answered. It is the responsibility of the Buyer to inform the Organisers of the full contact details of the third-party Companies they are working with.
PRESS CONFERENCES AND SIDE EVENTS
Press conferences and side events, as a meeting, virtual meeting, or networking event, organized by the Buyer or its duly authorized representatives may only be organized at times specified by the Organisers. The Organisers must be notified of any planned press conferences and all journalists must be officially registered to attend the Event.
Promotion onsite (at the Event) must be limited to the confines of the exhibit space, and/or to the meeting rooms rented by the sponsor/ exhibitor. It is completely forbidden to distribute any documents/gifts or any other type of goods in the common areas of the Event to promote your company. The Organisers reserve the right to close their booth if the Buyer is also exhibiting at the Event. Buyers holding any type of event outside the conference center without authorization will see their participation to the Event automatically cancelled without any reimbursement.
VISA AND DOCUMENTATION REQUIRED TO TRAVEL TO THE COUNTRY OF THE EVENT
Entry and visa information is available at: https://vistoperitalia.esteri.it/home/en It is recommended that you plan your travel in advance and apply for your visa early, should you need one. The Organisers are NOT responsible for arranging visas. However, should you need an official invitation letter for visa application purposes, you may contact the Organizing Secretariat: firstname.lastname@example.org. No exhibition nor registration fee refund will be issued for cancellation or nonattendance due to failure to obtain a visa.
DATA PROCESSING AGREEMENT - Data Controller to Data Controller
Between MCI Benelux SA, Boulevard du Souverain 280, 1160 Brussels, Belgium, Independent Data Controller and The exhibitor/ sponsor of the LPG Week 2023, also Independent Data Controller, both collectively referred to as the “Parties” or individually a “Party”.
a). Subject of the Agreement
This Data Processing Agreement (DPA), forms part of the Master Services Agreement and all applicable orders between both parties for Exhibiting &/or sponsoring the LPG Week 2023.
As part of their contractual relationship, the parties undertake to comply with the regulations in effect applicable to personal data processing and in particular, Regulation (EU) 2016/679 applicable from 25 May 2018 (hereinafter the “General Data Protection Regulation” or “GDPR”).
Under the terms of this rider, the following terms are defined as follows as per the Art. 4 of GDPR:
- «personal data» means any Information relating to an identified or identifiable natural person («data subject»); an identifiable natural person Is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person;
- «processing» means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction;
- “controller” means the natural legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.
- “processor” means or legal natural person, public authority, agency or other body which processes personal data on behalf of the controller.
b). Role of the Parties
For clarity, nothing in this Agreement limits a party’s ability to use an individual’s personal data to the extent directed by, consented to or requested by such individual.
In the event that either Party is established in the European Economic Area or the United Kingdom and Transfers Personal Data to the other Party outside of the EEA, and no lawful alternative basis for such Transfer applies, such Transfer shall be governed by the Standard Contractual Clauses, the terms of which are hereby incorporated into this DPA (Annex I).
c) Limitation of liability
Each Party’s liability arising out of or related to this DPA, whether in contract, tort or under any other theory of liability, is subject to any limitation of liability as set forth in the Agreement and any reference to such limitation of liability of a Party means the aggregate liability of the Party under the Agreement and this DPA together. Additionally, each Party shall be independently liable for its own Processing of Personal Data to the extent such Processing does not comply with Data Protection Laws and Regulations.
d) Termination and survival
The Parties agree that this DPA is terminated upon the termination of the Master Services Agreement.