Participating companies will be invoiced upon receipt of a completed booking form. All applicable fees are due upon invoicing, as per the terms stated on the invoice.
Specific Platinum Sponsor items and exhibitor booth location may not be assigned and will not be guaranteed until payment is received.
In the case of Exhibitors:
Cancellations 90 days or more prior to the conference start date will incur a penalty equal to 50% of the full payment.
Cancellations received less than 90 days from the conference start date will owe the entire amount due.
In the case of Sponsors:
- Cancellation after 30 days of invoice date will result in forfeiture of 50% of the participation fee
- Cancellation after 60 days of invoice date will result in forfeiture of 100% of the participation fee
In all cases:
The conference organisers shall make reasonable provision for security of the Exhibition Hall during off-hours.
The conference organisers shall not be held liable for any injury or damage to persons or property resulting from or arising out of this EuroSTAR conference event (hereafter referred to as the “Event”). It is further agreed and understood that it is the responsibility of the participating company to secure and maintain adequate insurance in sufficient amounts to protect against all such losses.
CONTRACT FOR SPACE: The application for Exhibition Space, along with these Sponsor & Exhibitor Terms, shall, upon the acceptance of the Sponsor/Exhibitor Booking Form, constitute the contract between the parties for the right to use the exhibition space assigned to the Exhibitor participant by EuroSTAR Conferences. The participant’s acceptance of the Sponsor/Exhibitor Agreement shall be considered their agreement to abide by all Exhibition Terms.
CANCELLATION: The Exhibitor/Sponsor may cancel the contract prior to the conference only by giving written notice to EuroSTAR Conferences, according to the cancellation terms described above. A representative from the exhibitor needs to be present by 08:00hrs on stand build day 12th November 2018. If the exhibitor space is not occupied by 10:00hrs on the opening day of the Event (13th November 2018) EuroSTAR Conferences have the right to cancel the contract; to utilise and/or reassign the exhibit space and keep all fees paid by the would-be exhibitor/sponsor.
USE OF SPACE: EuroSTAR Conferences reserves the right to determine whether a prospective exhibitor/sponsor is eligible to participate in the Event. Eligibility is generally limited to persons or firms who supply products and services to the software development and testing industry. Applicants who have not previously exhibited at the Event may be required to submit a description of the nature of their business and the items to be exhibited. EuroSTAR Conferences reserves the right to restrict or prohibit – without refund of fees – any exhibit which EuroSTAR Conferences, in its sole discretion, believes is objectionable or inappropriate: or which, because of noise, method of operation, materials, or for any other reason becomes objectionable, interferes with or results in the obstruction of access to aisles or neighboring booths. No exhibitor participant shall assign (whether voluntarily or involuntarily), sublet or share the assigned exhibit space with any other entity without the prior written consent of EuroSTAR Conferences, which may be arbitrarily withheld. EuroSTAR Conferences will not permit exhibitors to start breaking down stands until the conference has completely ended, estimated time 17:00hrs on Thursday, November 15th 2018.
ATTENDEE DETAILS: It is policy at EuroSTAR not to share attendee contact information with third parties (including sponsors & exhibitors). Prior to the conference a list of attendees and their companies will be provided to all exhibitors on the basis that no attempt will be made to manipulate this information (e.g. to derive email addresses) or to attempt to make unsolicited attempts to contact attendees under the guise of EuroSTAR partnership and/or authorisation. No such authorisation is granted – EuroSTAR treats the privacy of all customers with the utmost care and all exhibitors and sponsors are expected to respect this policy.
LOCATION AND ASSIGNMENT OF SPACE: All exhibit space will be located in the area identified on the 2018 exhibition floor plan. Dimensions on the floor plan are believed to be accurate, but some adjustments may be required at the Event. Space assignments will be made by EuroSTAR Conferences in keeping with the preference requested by exhibitor participants. Duplicate requests will be determined by date of payment of applicable fees with initial priority granted to those participating at Sponsor level. EuroSTAR Conferences reserves the right to relocate display areas at any time before or during the Event.
SECURITY: Every reasonable precaution will be taken to protect property during the Event. However, neither EuroSTAR Conferences, the Exhibition Service Contractor nor the Management of the World Forum are responsible for the safety of the property of exhibitor participants from theft, damage by fire, accident, vandalism, or other causes. Exhibitor participants are strongly advised to carry protective insurance against theft, damage, etc., of their property.
GENERAL: Many of the services to be provided at or connected with the Event such as, for example, services provided by hotel companies and transport operators, social events venues, are performed by organizations independent of EuroSTAR Conferences. Whilst EuroSTAR Conferences accept liability that may arise as a result of any willful default or negligence of their own employees, they do not accept any liability whatsoever arising from any acts of default of independent organizations, their employees or agents over whom EuroSTAR Conferences have no control. EuroSTAR Conferences are unable to accept responsibility for any aspect of the arrangements relating to the Event affected by matters over which they have no control including war, or threat of war, riots and civil strife terrorist activity, natural disaster, weather conditions, fire, flood, drought, technical, mechanical or electrical breakdown within any premises visited by delegates in connection with the Event.