Terms and conditions sponsors

Article 1: Definitions

  1. Techwatch: event organizer.
  2. Events: shows or congresses organized by Techwatch independently or upon request from a client.
  3. Exhibitor: exhibiting party that has signed an event participation agreement with Techwatch.
  4. Sponsor: party that has been defined as a participant in an agreement with Techwatch in return for additional predetermined services on that event. The conditions as an exhibitor apply unless explicitly stated otherwise.
  5. Client: third party that has signed an agreement with Techwatch requesting the organization of one or multiple events.

Article 2: General conditions

These conditions apply to all Techwatch agreements and/or offers for event participation and organization, unless explicitly agreed otherwise.

Article 3: Entering an exhibitor or sponsor agreement

  1. By signing the participation form the prospective exhibitor is bound to the contractual obligations and agrees to the general conditions.
  2. The agreement between Techwatch and the exhibitor or sponsor is binding and final after Techwatch sends a written letter of acceptance to the participant, announcing the appointed stand number and any applicable conditions or exceptions. The letter date is the official completion date of the agreement. Participation requests are processed in order of receipt.

Article 4: Cancellation by exhibitor or sponsor

  1. Cancellations by an exhibitor or sponsor need to be submitted in writing to Techwatch by registered mail. The cancelling exhibitor or sponsor is obliged to pay Techwatch a compensation fee as stipulated below.
  2. In the event of a cancellation by an exhibitor up to 16 weeks prior to an event the exhibitor is subject to a charge of 25% of the total fees due.
  3. In the event of a cancellation by a sponsor up to 16 weeks prior to an event the sponsor is subject to a charge of 50% of the total fees due.
  4. In the event of a cancellation by an exhibitor between 12 and 8 weeks leading up to the event, the exhibitor is subject to a charge of 50% of the total fees due.
  5. In the event of a cancellation by a sponsor between 16 and 12 weeks leading up to an event the sponsor is subject to a charge of 75% of the total fees due.
  6. In the event of a cancellation by an exhibitor within the period of 8 weeks leading up to an event the exhibitor is subject to a charge of 100% of the total fees due.
  7. In the event of a cancellation by a sponsor within the 12 weeks before the event, the sponsor is subject to a charge of 100% of the total fees due.

Article 5: Determining the organizational fee for a client

  1. Techwatch uses the budgetary estimate in the order proposal as the basic organizational fee in the final agreement. If this amount needs to be adjusted, Techwatch will submit the required price adjustment to the client beforehand, unless the extra charges arise due to an unforeseen increase in third party costs.
  2. The agreements in the appendix containing the budgetary implications are subject to changes agreed between all parties concerned.
  3. When using third party services for the execution of the event organization agreement, Techwatch handles all third party negotiations on behalf of the client. The client cannot submit any claims to Techwatch regarding chosen third parties.
  4. All Techwatch invoices on behalf of the client for third party services are checked by Techwatch. Approved invoices must be paid by the client within the required period. In the eventuality that Techwatch has already paid the invoices on behalf of the client, payment is owed directly to Techwatch by the client as per Techwatch’s request.

Article 6: Cancellation

  1. Cancellations by a client must be submitted in writing to Techwatch by registered mail. The cancelling client must compensate Techwatch for all work hours and costs incurred in the duty of carrying out the agreement. The cancelling order party must also compensate Techwatch for all third party services contracted for the event.
  2. When cancelling within the period of 8 weeks leading up to the event, the client is obliged to pay all charges stipulated in the order proposal to Techwatch as well as any costs incurred for third parties.

Article 7: Payment

  1. Techwatch has the right to send the invoice as soon as the agreement with exhibitor or client is reached.
  2. The prospective exhibitor or client is contractually obliged to pay fees due for the ordered stand within the time frame specified on the invoice. Fees need to be paid by bank transfer to one of the account numbers stated on the invoice.
  3. Each invoice or sum unpaid on the payment deadline Fees can be raised by the relevant statutory interest per month if not paid on time. No legal or personal notice will be given.
  4. Non-payment or partial non-payment on the invoice deadline leads to the legal annulment of all outstanding payment extensions for services rendered and gives Techwatch the right to immediately claim all remaining unpaid invoices.
  5. If the exhibitor or client does not pay the full amount before the event date, Techwatch has the right to deny participation.

Article 8: Complaints

  1. Complaints are only processed if submitted in writing within 8 days upon receipt of the invoice. Unless proven otherwise in writing, the date on the invoice will be used as the date of the receipt of the invoice.
  2. Complaints against the event organization must be submitted immediately at the event site followed by a written complaint within three days of the incident.

Article 9: Exhibitor/sponsor liability

  1. Techwatch is not liable for any damage suffered by an exhibitor, stand crew or visitors due to theft, vandalism or any other damage resulting from third party actions.
  2. The exhibitor officially relieves Techwatch from any third party claims for damage due to actions from the exhibitors themselves, crew members or visitors.
  3. Techwatch or the accommodation provider are not liable for any missing goods claims from the exhibitor or goods delivered or shipped on behalf of the exhibitor.

Article 10: Client liability

  1. Techwatch cannot be held liable in any way for damage claims by participants, speakers and third parties relating to events organized on behalf of the client.
  2. The client excuses Techwatch from any liability in abovementioned claims. Techwatch is not liable for any damage caused by third parties contracted by Techwatch for services required for the agreement with the client.

Article 11: Event changes or cancellations

  1. Techwatch may decide to cancel an event or change event parameters such as show floor plan, date or location if so required by special circumstances, as deemed necessary by Techwatch.
  2. Special circumstances as mentioned above include:
    • Insufficient interest
    • Sub-standard show programme
    • Conflicts influencing related markets or industry
    • All circumstances considered by Techwatch as a possible threat to the overall success of the event.
  3. The participation agreement remains in force without any restrictions when changes are made to the show floor plan or date as abovementioned, exhibitor and client remain obliged to compensate Techwatch for all costs related to their participation.
  4. Exhibitor or client cannot in any case hold Techwatch liable for any compensation if Techwatch indeed decides to change the show floor plan or date or to cancel the event altogether.
  5. In the eventuality that an event is cancelled completely, Techwatch will refund the already transferred payment, minus a fee of a maximum of 15%, for administrative and other costs made.