1. Definitions
- Organizer: Refers to the entity or organization responsible for organizing the EUFEMED-Healixia Conference.
- Sponsor: Refers to any entity that provides financial or material support in exchange for sponsorship benefits.
- Exhibitor: Refers to any entity that has purchased or otherwise been granted exhibition space at the event.
- Event: Refers to the EUFEMED-Healixia Conference, taking place on 21-23 May 2025 at Lamot Conference Centre in Mechelen, Belgium.
2. Application and Confirmation
- All sponsorship and exhibition applications are subject to approval by the Organizer. Upon approval, the Sponsor or Exhibitor will receive a written confirmation of participation.
- Confirmation of participation will only be granted once the necessary payments have been received by the Organizer.
3. Payment Terms
- Payment for sponsorship and exhibition packages is due within 30 days of receipt of invoice.
- Failure to pay within the stated period may result in the cancellation of the Sponsor’s or Exhibitor’s participation.
4. Cancellations and Refunds
- If the Sponsor or Exhibitor wishes to cancel their participation, they must notify the Organizer in writing.
- Cancellations received up until 60 days prior to the event will be eligible for a refund of 50% of the total fees paid.
- If cancellation occurs within 60 days before the conference the full amount invoiced will be due and non-refundable.
- If the event is canceled by the Organizer due to unforeseen circumstances, Sponsors and Exhibitors will receive a full refund, or the Organizer may provide alternative arrangements.
5. Sponsorship Obligations
- Sponsors must provide all relevant materials (logos, promotional content, etc.) by the deadline set by the Organizer.
- Any promotional materials displayed must be pre-approved by the Organizer.
12. Organizer's Obligations
The Organizer will
- Organize the EUFEMED-Healixia Conference to a high standard and the the best of its ability
- Ensure the Sponsors and Exhibitors benefit from all elements of the confirmed Sponsorship/Exhibition deal. However, the Organizer reserves the right to make changes if necessary.
- Not do or knowingly permit to be done anything which is prejudicial to the good image of the Sponsor/Exhibitor.
6. Exhibition Space
- The allocation of exhibition space is at the discretion of the Organizer. Sponsors or Exhibitors may request specific locations, but the Organizer cannot guarantee that all requests will be met.
- Exhibitors must adhere to setup and dismantling schedules provided by the Organizer. Failure to comply may result in additional fees or denial of access to the exhibit area.
- Exhibitors are responsible for the decoration and maintenance of their exhibit space.
7. Compliance with Laws and Regulations
- Sponsors and Exhibitors must comply with all relevant laws, regulations, and venue policies while participating in the event.
- All products or services promoted must be legal in the host country.
- The Organizer reserves the right to remove any materials or exhibits deemed inappropriate or in violation of any laws or regulations.
8. Insurance and Liability
- Sponsors and Exhibitors are responsible for their own insurance coverage, including liability insurance, for any claims arising from their participation in the event.
- The Organizer assumes no liability for loss, damage, or injury to persons or property during the event.
- Exhibitors must ensure that all equipment and materials used in the exhibition space are safe and comply with relevant safety regulations.
9. Force Majeure
- The Organizer is not liable for any failure or delay in fulfilling its obligations due to circumstances beyond its reasonable control including but not limited to extreme weather, fire, flood, earthquake, travel, transport delays, war, riots, acts of terrorism.
- In the event of a force majeure, the Organizer will make reasonable efforts to reschedule the event or offer alternative arrangements.
10. Intellectual Property
- Sponsors and Exhibitors may not use the Organizer’s trademarks, logos, or branding without prior written consent.
- Any materials or content provided by the Organizer for promotional use may only be used in the context of the event and in accordance with the Organizer’s guidelines.
11. Data Protection
- Sponsors and Exhibitors must comply with all relevant data protection regulations, including the collection, storage, and use of any personal data collected during the event.
- The Organizer may collect and process personal data of participants and attendees for the purpose of organizing the event, in compliance with applicable data protection laws.
12. Dispute Resolution
- Any disputes arising from or in connection with this agreement shall be subject to the exclusive jurisdiction of the courts of Ghent, Belgium.
13. Amendments
- The Organizer reserves the right to amend these terms and conditions at any time. Any amendments will be communicated to Sponsors and Exhibitors in writing.
14. Acceptance of Terms
- By confirming a sponsor or exhibitor request, the sponsor or exhibitor agrees to abide by these terms and conditions.
Contact Information For any questions or further information regarding sponsorship or exhibition at the EUFEMED-Healixia Conference, please contact:
2Mpact NV
Kerkstraat 108, 9050 Gentbrugge, Belgium
info@eufemed-healixia-conference.com