Terms & Conditions for Exhibiting at SPA-CE

1. Definitions

In these Terms and conditions the following definitions apply:

“Registration form”: means all forms for application to partake at the SPA-CE workshop under this Terms and conditions,
available on the website: www.spa-ce.si

“Exhibitor”:  means a natural person, legal entity, or other entity agreeing to partake at the Exhibition under this
Terms and Conditions by submitting the Registration form;

“Workshop”:  means the annual SPA-CE Event;

“Organisers”:  means TOLERANCA MARKETING d.o.o., Štihova ulica 4, 1000 Ljubljana, Slovenia,
Company ID: 3870669000, VAT ID: SI 78162246;

“Registration Fee”: means the fees shown as the total price payable by the Exhibitor for the selected package

“Venue”: means the venue where the Workshop will take place.

2. Registration

By submitting the Registration form the Exhibitor accepts the offer. The registration fees, which are valid for the Workshop, are stated on the website www.spa-ce.si/buyers-and-exhibitors/choose-the-right-exhibitor-package/. For the Exhibitor, the Registration form is legally binding, irrevocable, and constitutes a contract with a license to exhibit. The Organisers reserve the exclusive right to decide upon admitting the offers, i.e. registration forms. The Organisers are not obliged to consider application forms received after the due date.

3. Exhibition packages

STANDARD PACKAGE INCLUDES:

• participation of max. two representatives of the same exhibiting company
  • coffee break and lunch during the “Rolling workshop” day and “One2One meetings” day
  • get-together reception and dinner in one of the Slovenian Thermal Spas on 28 September 2021
  • dinner in Moravske Toplice on 29 September 2021
  • table and chairs for One2One meetings, sign with the company name, one electric outlet, wireless internet connection
  • listing and the company description in the SPA-CE workshop catalog
  • on-line application for scheduling one2one meetings (one diary)

PREMIUM PACKAGE INCLUDES:

• participation of max. two representatives of the same exhibiting company
  • coffee break and lunch during the “Rolling workshop” day and “One2One meetings” day
  • get-together reception and dinner in one of the Slovenian Thermal Resorts on 28 September 2021
  • dinner in Moravske Toplice on 29 September 2021
  • table and chairs for One2One meetings, sign with the company name, one electric outlet, wireless internet connection
  • listing and the company description in the SPA-CE workshop catalog
  • two on-line applications for scheduling one2one meetings (two diaries)
  • company logo at the One2One meetings entrance site
  • half-page advertisement in SPA-CE catalog

4. Payment conditions

The Exhibitor undertakes to pay the registration fee of the exhibition package as selected in the Registration form according to the prices published on the website.  Technical Organiser Toleranca marketing d.o.o. will send the proforma invoice to the company address. Payment is required in 8 days after the proforma invoice is issued via bank transfer. The Exhibitor may object to the pro forma invoice only in written form and within 8 days after its receipt. Prices of registration fees do not include Slovenian VAT in the amount of 22 %, which is to be added where applicable.

5. Exhibition modification

The Organisers reserve the right to implement modifications to the Workshop due to events of force majeure, as stipulated in article 8. of this Terms and conditions. The Organisers may, at its sole discretion, modify the Workshop to a “hybrid” model, which combines both in-person Workshop and online Workshop, or complete “digital” model with video meetings carried out through the matchmaking appointment system.

6. Cancellation policy

Exhibitors who can prove that they are unable to take part in the Workshop can ask for the registration to be annulled by giving the Organiser notice in writing (i.e. notice of cancellation). The Organisers shall be entitled to retain or (if not already paid) require payment forthwith of the registration fee together with any further payment due under the following cancellation policy:

• If the Organisers receive notice of cancellation up to 6 (six) weeks prior to the Workshop, an administration fee in the amount of EUR 250 is to be paid.
• If the Organisers receive notice of cancellation 4 (four) to 6 (six) weeks prior to the Workshop, the Exhibitor shall be obligated and agrees to pay a cancellation charge of 50 % of the total registration fee.
• If the Organisers receive notice less than 4 (four) weeks prior to the Workshop, 100 % of the total registration fee remains due. In the event of 100 % payment having already been processed, the full amount will be retained by the Organisers.

In the event that the Workshop is modified to a “hybrid” model in accordance with article 5. of this Terms and conditions, the cancellation policy as stipulated above (i.e. paragraph 1) remains the same and applies in full. In the event that the Workshop is modified to a complete “digital” model in accordance with article 5. of this Terms and conditions and the Exhibitor is not present in-person, the Exhibitor is entitled to receive a return of 25 % of the total registration fee. Alternatively, the Exhibitor can use the amount as an advance payment for SPA-CE 2022. The Organisers undertake to return the 25 % of the total registration fee to the Exhibitor within 30 (thirty) days upon the closing of the Workshop, provided that the Exhibitor has requested the return of the registration fee in writing by e-mail to info@spa-ce.si.

7. Liability

Whilst the Organizers shall endeavor to protect exhibition property whilst on display at the Workshop, it must be clearly understood that the Organizers and the Workshop venue cannot accept liability for any loss, damage, destruction or theft sustained or occasioned from any cause whatsoever. The Exhibitor shall be held responsible for any damage or injury caused to the Organisers and/ or third party at the exhibition space by them or their staff. In the event of it being necessary for any reason whatsoever for the Workshop to be abandoned, postponed or altered in any way in whole or in part, or if the Organizer finds it necessary to change the date of the Workshop, the Organizer shall not be liable for any loss which the Exhibitor may incur owing to the intervention of any authority which prevents or restricts the use of the Premises or any part thereof in any manner whatsoever.

8. Force majeure

The Organiser is not responsible for the non-fulfillment of obligations arising from force majeure. In the event that the Organiser is unable to fulfill its obligations due to force majeure, he is obliged to inform the Exhibitors and state the cause of force majeure. Force majeure are those unpredictable and unexpected events which do not depend on the will of the Organiser and which, taking into account the required diligence, he could not have reasonably expected, prevented or refused, such as, but not limited to to acts of god, war, government regulation, disaster, acts or threats of terrorism, fire, strikes, civil disorder or other similar cause. Circumstances of force majeure also include all events that would occur or be related to the pandemic of coronavirus disease (COVID-19 / SARS-CoV-2 virus) or other pandemics.

9. Privacy policy

The processing of personal data, such as the name, address, e-mail address, or telephone number of a data subject shall always be in line with the General Data Protection Regulation (GDPR), and in accordance with the country-specific data protection regulations applicable to the Organisers and the Workshop. By means of this data protection declaration, the Organisers would like to inform the general public of the nature, scope, and purpose of the personal data we collect, use and process. Furthermore, data subjects are informed, by means of this data protection declaration, of the rights to which they are entitled. As the controller, the Organisers have implemented numerous technical and organizational measures to ensure the most complete protection of personal data processed through this website. However, Internet-based data transmissions may in principle have security gaps, so absolute protection may not be guaranteed. For this reason, every data subject is free to transfer personal data to us via alternative means, e.g. by telephone. The Organisers may use personal data in the scope of the Workshop, among others for the online pre-scheduled appointments system, publishing the Exhibitor’s details on the Workshop website, in the Workshop catalogue and at the Workshop, in each case whether in print, electronically or in any other media. Moreover, the data may be used to provide information and send promotional and marketing materials as regards the work of the Organisers. The Organisers render some of its services in respect of the Workshop together with select partners. The data may be passed to related parties so as to perform functions on our behalf. Further use or disclosure of the information by them for other purposes is forbidden. If you have any questions or concerns about your data or your request to opt-out of communications from the Organisers or its third party partners, please contact us natalija@spa-ce.si.

10. General conditions

The Organizers are responsible for the control of the Workshop Venue. The Exhibitor is responsible for the control and supervision of his own exhibition stand. The Exhibitor must comply in all aspects with the requirement of every appropriate authority and with the Terms and Conditions by which the Organizers may occupy the Venue. All matters and questions not covered by these Terms and Conditions are subject to the decision of the Organisers. Foregoing Terms and Conditions may be amended or added by the Organisers at their sole discretion.

11. Jurisdiction

The Organisers and the Exhibitor will settle all eventual disputes in an amicable way. In case a dispute cannot be settled in this way, the Organiser and Exhibitor agree to confer jurisdiction to the competent court in Ljubljana.