Terms and Conditions

General Terms and Conditions

The contact details for the purposes of these Terms are:

IVAM Service GmbH
Joseph-von-Fraunhofer-Str. 13
DE-44227 Dortmund
+49 231 9742 168
info@ivam.de

1. Definitions

Throughout these Terms, the following definitions shall apply:

• IVAM means IVAM Service GmbH
• Participant(s) means delegates, exhibitors and sponsors attending or otherwise participating in or at an event
• Booking(s) means all bookings, acceptances, confirmations and other contracts made by, or on behalf of, a customer with IVAM to attend, exhibit at and/or sponsor an event
• Delegate(s) means individuals attending an event (whether in a personal or corporate capacity)
• Event(s) means the seminar, conference, fair, meeting, or other event the subject of the booking
• Exhibitor(s) means those customers who are exhibiting or promoting any product, service, event, or organisation at any event
• Sponsor(s) means those customers who sponsor an event
• Customer(s) means the person, firm, company or organisation booking to attend, exhibit at and/or sponsor an event.

2. Our Agreement

These terms and conditions apply to bookings made by the customer.

The person completing the booking form or other related document confirms that he/she has the authority to do so on behalf of the customer.

Bookings placed shall constitute a contract with IVAM once the customer receives confirmation of booking (via email or an invoice being raised by IVAM) regardless of whether payment has already been made or remains outstanding.

3. Payment terms

Depending on the event, payments can be made by credit card or on invoice. In the case of payment where an invoice is issued payment is due within 14 days of the date of the invoice.

Any questions or disputes related to an invoice must be raised with IVAM, in writing, within 14 days from the date of the invoice in dispute.

4. Booking confirmation

Depending on the event, participants, exhibitors or sponsors can book online through our partner pretix or book directly with IVAM. With online bookings, delegates will receive a system-generated receipt. With direct bookings, the customer will receive an invoice, which is then returned as a receipt after confirmation of payment. The receipt is the formal confirmation of booking.

5. Delegate amendments

A Delegate place is transferrable between members of the same company or institution. However, a delegate who is offered a discount may only transfer the delegate place to someone who is also eligible for the same discount.

6. Cancellations

The customer has the right to cancel the booking at any time before the day of the event. Cancellation of booking requests should be made in writing and may result in a partial refund to cover our administrative costs.

6.1 Delegate cancellations

If a cancellation of delegate booking is received by IVAM more than three months before the date of the event the customer shall pay IVAM 50% of the full amount payable in respect of that booking.

If a cancellation of delegate booking is received by IVAM less than three months before the date of the event the customer shall pay IVAM the full amount payable in respect of that booking.

Any part of the full amount payable in respect of that booking that remains unpaid shall remain payable and shall be paid by the customer to IVAM in full. If the customer has paid more than the full amount payable in respect of that booking the excess shall be refunded.

6.2 Exhibitor cancellations

If a cancellation of exhibitor booking is received by IVAM more than six months before the date of the event the customer shall pay IVAM 50% of the full amount payable in respect of that booking.

If a cancellation of exhibitor booking is received by IVAM less than six months before the date of the event the customer shall pay IVAM the full amount payable in respect of that booking.

Any part of the full amount payable in respect of that booking that remains unpaid shall remain payable and shall be paid by the customer to IVAM in full. If the customer has paid more than the full amount payable in respect of that booking the excess shall be refunded.

These deadlines may vary for special trade fairs - see attachment.

6.3 Sponsor cancellations

Sponsor bookings are non-refundable.

7. Changes to the event and cancellation

IVAM reserves the right to cancel the event or rename, relocate, shorten, change the dates, vary the content or any other detail of the event without liability for any loss or cost which may be suffered by the customer. All issued tickets for an event will be valid for use at the event when it is held on an alternative date.

If IVAM decides to move the event or changes the dates for the event and the customer notifies IVAM within 14 days after receiving notice of such change that the customer does not want to participate in the event as a result of such change, IVAM shall refund to the customer the total fee paid by the customer to IVAM.

8. Refunds

All refunds due from IVAM to the customer in accordance with these Terms will be made within 30 days by IVAM to the customer. Refunds are only payable by IVAM to the customer in the circumstances set out in these Terms.

9. Security and safety

IVAM reserve the right to refuse admission to or remove from the premises or the virtual rooms any persons for any reason, wherein our opinion this is necessary. In accordance with published information, reasonable security searches may be conducted at the event and all participants agree to submit to the same.

In the interests of public safety, participants may be required to leave the venue at any time or immediately after the event. No admission or readmission is permitted after the end of the event. All participants shall comply with security, safety and other venue rules and shall not damage any property at or any part of the venue.

10. Recordings, images and photography

IVAM reserves the right to take photos and videos during this event. IVAM may use the material for documentation, advertising and press campaigns. It is possible that participants/exhibitors/presenters will appear clearly recognizable on photos/videos/websites used by IVAM. By registering for the event the customer agrees to the described usage. If the customer does not agree, he/she has to inform IVAM before the event starts.

11. Liability

To the extent permitted by law, IVAM Service GmbH excludes all liability for any loss or damage to any customer’s property at any time before, during or after the event.

12. Privacy

The Privacy Policy can be found here.

13. Other provisions

If, for any reason, any clause or section of these Terms is deemed unenforceable, such unenforceable provision shall be treated as though deleted and the validity of the remaining Terms shall be unaffected.

These Terms are governed by the laws of the Federal Republic of Germany. The place of jurisdiction and place of performance is the seat of IVAM Service GmbH.