Privacy Statement
By sponsoring- and/or exhibit the ERF2023, you agree to the privacy statement on the ERF2023 website: https://erf2023.sdu.dk/privacy-policy/
1. DEFINITIONS
“SPONSOR” and/or “EXHIBITOR” shall mean the legal entity making this order through the Conference Manager system.
“Conference Manager System” shall mean the system used to register SPONSORS and EXHIBITORS for the purpose of sponsoring and exhibiting at the ERF2023.
“Participant” as a term used by the Conference Manager system, is a SPONSOR or EXHIBITOR.
“HOST” and/or “ORGANIZER” shall mean the Maersk McKinney Moller Institute for Production Technology at University of Southern Denmark (SDU), Campusvej 55, DK5230 Odense M, in the role as local organizer of the ERF2023.
“Force Majeure Event” shall mean the occurrence of an event or condition that is beyond a Party’s reasonable control and which cannot be reasonably foreseen including natural disasters or catastrophic events such as epidemics, nuclear accidents, fire, flood, typhoons or earthquakes, war, riots, sabotage or revolutions.
“Media”shall mean all kind of media as for example print media, broadcasting, internet and intranet as well as audiovisual media.
“Fee”shall mean the financial contribution which is made in favor of the execution of ERF2023 and as consideration for the Sponsorship package and/or Exhibition space, and further services to be provided by the HOST.
“Penalty” Shall mean a fee paid by any SPONSOR or EXHIBITOR who starts to pack or vacates the exhibition space prior to the end of the ERF2023, or fails to vacate the exhibition space or Venue entirely before the deadline.
“Production Costs” shall mean any and all costs, taxes (e.g. VAT) and other charges incurred in the realization of the sponsorship and exhibition, in particular but not limited to design, filming, production, distribution, warehousing, installation and logistic costs as well as branding or advertising support costs.
“Affiliated Companies” of a Party shall mean companies, in which one of the Parties directly or indirectly
- holds more than fifty percent (50%) of the voting rights, or
- has the right to appoint more than half the members of the supervisory board, the managing board or any other body having the right to legally represent the company, or
- has the right to manage the company’s affairs,
– hereinafter referred to as “Subsidiaries” –
as well as such companies, which can directly or indirectly influence one of the contracting Parties in one of the above-mentioned ways (“Parent Company”) and such Parent Company’s Subsidiaries, as long as the above-mentioned requirements are fulfilled.
The SPONSOR or EXHIBITOR agrees not to assign or sublet any exhibition space without prior consent from the Organizer, not to display or advertise goods or services other than those manufactured or carried by them in the normal course of business.
2. SCOPE OF THE SPONSOR- AND/OR EXHIBITOR AGREEMENT
ERF2023 is organized by SDU (University of Southern Denmark) on behalf of euRobotics aisbl, SDU shall grant to SPONSOR the Sponsorship Rights and for EXHIBITOR the Exhibitor Rights and perform certain services with regard to ERF2023, as described in this, the SPONSOR- AND/OR EXHIBITOR AGREEMENT and the “EXHIBITION TERMS AND CONDITIONS” found on the ERF 2023 webpage. The EXHIBITION TERMS AND CONDITIONS are subject to change without notice.
In consideration of the Sponsorship- or Exhibitor Rights to be granted and the services to be performed by SDU, the SPONSOR or EXHIBITOR shall pay a Fee.
The Parties shall cooperate in good faith and shall especially avoid any conduct that may harm the image and good reputation of the other Party.
3. STATUS OF THE SPONSOR OR EXHIBITOR
SPONSORS are granted the following status by SDU:
SPONSORSHIP PACKAGE as chosen in the Conference Manager system. Content of different packages can be found on the ERF2023 website on the “SPONSORS & EXHIBITORS” subpage.
SDU grants to SPONSORS, the status of a non-exclusive SPONSOR.
EXHIBITORS are granted the following status by SDU:
EXHIBITION as chosen in the Conference Manager system. Content of different packages can be found on the ERF2023 website on the “SPONSORS & EXHIBITORS” subpage.
The Sponsors and Exhibitors page is subject to change without notice.
Package-associated vouchers will be sent to the email address supplied along with this registration. They will be sent in due time before the ERF2023.
4. SPONSORSHIP RIGHTS AND PRODUCTIONS COSTS
For the duration, SDU grants SPONSORS and their Affiliated Companies the Sponsorship Rights, EXHIBITORS and their Affiliated Companies the Exhibitor Rights.
5. RIGHTS TO USE THE PARTIES’ TRADEMARKS AND LOGOS
SPONSORS and EXHIBITORS hereby grants SDU and euRobotics for purposes of marketing and execution of ERF2023 and for up to 30 days after execution of ERF2023 the right to use their company name and trademark.
The right of use is limited to the usage of trademark and logo in any media, documents and materials. When using company and/or trademarks, the type of cooperation shall be indicated clearly, and a design template as far as provided by you will be used.
For the purposes of the SPONSOR- AND/OR EXHIBITOR AGREEMENT, and for up to 30 days after execution of ERF2023, SDU hereby grants the non-exclusive, worldwide right to use trademarks and logos of euRrobotics, as well as the term “European Robotics Forum 2023 (ERF2023)” including logos of ERF2023 in any media in connection with communication and exploitation of the Parties’ collaboration.
SDU will provide – at no charge – media usable material (e.g. logos photos, videos, reports) regarding ERF2023. Such material may be used in internal and external media for public relation purposes. All available material is released on the ERF2023 website on the “Media” subpage. The media-page is subject to change without notice,
No Party is allowed to grant any sublicenses or to pledge the rights granted under the SPONSOR- AND/OR EXHIBITOR AGREEMENT with rights of third parties or otherwise dispose of these rights without written agreement of the other party.
No Party will use the other Party’s trademark, logo and/or name in a way that may harm the other Party’s reputation or standing or infringe the Party’s rights to trademarks and logos.
For the avoidance of doubt, these rights commence upon reception of order confirmation including the SPONSOR- AND/OR EXHIBITOR AGREEMENT and cease 30 days after the last day of ERF2023.
6. FEE
SPONSORS and EXHIBITORS pays a Fee for the purpose of ERF2023, equivalent to the package chosen in the Conference Manger system.
Prices are, as a general rule, in DKK and excluding DK-VAT or similar taxes.
The exchange rate is, 1 euro = 7,5 DKK.
Companies and Institutions with a valid EU-VAT number, residing outside Denmark, will be invoiced without DK-VAT, and are subject to reverse charge VAT.
Companies and Institutions inside Denmark, or outside the EU, will be invoiced with a 25% DK-VAT added to the invoice.
Institutions under the Ministry of higher education and science in Denmark are VAT-exempt, by using the EAN option for invoicing.
The payment of the Fee will be handled by Conference Manager, as agent for SDU in terms of this registration.
Fees are due before the start of ERF2023 and after receipt of an orderly issued invoice.
Orderly issued invoices contain the information given upon this registration.
Terms of payment will be printed on the invoice and extend no longer than 30 days after receiving the invoice. Invoices issued less than 30 days prior to the setup date (March the 13th, 2023), are due before that March 13th 2023, in such a manner that proof of payment (i.e bank transfer) can be presents if required. In the event that the SPONSOR or EXHIBITOR fails to pay any or all such fees in accordance with payment deadlines, the Organizer reserves the right to reassign or cancel the Exhibition space. In the event that SPONSOR or EXHIBITOR pays the exhibit fees after such a reassignment, the Organizer may, in its sole discretion, assign such other exhibit Space, if then available, which the Organizer deems appropriate. The SPONSOR or EXHIBITOR remains liable for payment of all previously agreed fees, subject only to the applicable cancellation schedule set out below:
In the event that the SPONSOR or EXHIBITOR wishes to cancel it must do so in writing. The Organizers will refund payments based on these criteria:
- Cancellation less than 14 days after order – 100% refund.
- Cancellation before 31st of December 2022 – 90% refund.
- Cancellation before 31st of January – 50% refund.
- Cancellation after 31st of January – No refund.
Non-refundable fees will be withheld to cover administrative and organizational costs. SPONSORS and EXHIBITORS are responsible for cancelling any other reservations made in connection with the event (e.g. hotel, airline, etc.).
In the event that the Organizer cancels the ERF2023 due to unforeseen circumstances (e.g. official measures, industrial disputes, force majeure, etc.), it shall retain such part of the SPONSOR or EXHIBITOR costs as shall be required to compensate the Organizer for reasonable expenses incurred up to the time of such cancellation. All remaining fees shall be refunded. In the event of cancellation by the Organizers, no hotel or airline or any other expenses not part of this contract shall be reimbursed by the Organizers.
The Organizer may offset the amount of fees owed by the SPONSOR or EXHIBITOR against any amount owed by the Organizer to the SPONSOR or EXHIBITOR. Full payment of all fees due, must accompany each application without which the Organizer will not permit the SPONSOR or EXHIBITOR to set up.
Each Party shall be responsible for any tax imposed on the Party under any applicable law. Fees subject to 25% DK-VAT is paid by the SPONSOR or EXHIBITOR.
7. Insolvency or Liquidation.
In the event of a SPONSOR or EXHIBITOR becoming insolvent or entering into liquidation (other than voluntary liquidation for the purpose of amalgamation or re-construction), or having a receiver appointed, the contract with such a SPONSOR or EXHIBITOR shall terminate forthwith; the allotment of booth space shall be cancelled and all sums paid by the SPONSOR or EXHIBITOR under the SPONSOR- AND/OR EXHIBITOR AGREEMENT shall be forfeited.
8. Occupation of booth space
No sidewalls on any booths, due to local fire regulations. Maximum height of any exhibition is 2,50 meters.
Address of the venue is:
ODEON
Odeons Kvarter 1
DK-5000
Odense C
Freight must be delivered to:
ODEON
Odeons Kvarter 1
Load in area
DK-5000 Odense C
Att: Dorthe Kramer + ERF2023 + exhibition number
Phone: 65441111
No freight may be delivered to the venue prior to Friday, March the 10th 2023 at 10:00 CET. All freight must be picked up at venue no later than Friday, March the 17th at 12:00 CET.
SPONSORS and EXHIBITORS may enter the Venue ODEON for the purpose of erecting, installing and preparing their exhibits by 08:00 CET on Monday 13th of March 2023. All stands must be completed and opened by 13:00 CET on Monday 13th of March 2023. Opening hours for companies, local community and early delegates are Monday 13th of March 2023 from 13:00-17:00. The exhibition must be open during the entire ERF from March 14th to 16th 2023.
In the event of a SPONSOR or EXHIBITOR failing to take possession of the allocated booth space, the Organizers reserve the right to re-allocate or otherwise deal with the stand space as they decide. The charges for such allocated booth space will nevertheless remain due to the Organizers. The Organizers shall have the right to refuse to permit the SPONSOR or EXHIBITOR to occupy or use the stand space until all the sums due to the Organizers from the SPONSOR or EXHIBITOR have been paid.
The Exhibition is open during the entire ERF2023, however not later than Thursday 16th of March 2023 at 16:00. Venue must be vacated by Thursday 16th of March 2023 at 20:00. If the SPONSOR or EXHIBITOR should fail to remove all property or otherwise fail to vacate the exhibition space, or the Venue premises by the end of tenancy due to any cause whatsoever, the SPONSOR or EXHIBITOR shall be fully responsible for any penalties imposed by the Venue, or any other losses and costs incurred by the Organizers. As a result of the SPONSOR and EXHIBITOR failing to vacate the premises by the agreed time, the Organizers may remove any property of the SPONSOR or EXHIBITOR left in the Venue by the SPONSOR or EXHIBITIR after the said time and the costs of such removal shall be paid by the SPONSOR or EXHIBITOR to the Organizers on demand. If the SPONSOR or EXHIBITOR starts packing prematurely before the ERF is over, the SPONSOR or EXHIBITOR is liable to a penalty of 1000 EURO.
9. COMPLAIENCE
SDU, SPONSORS and EXHIBITORS ensure to comply with any applicable law when executing the SPONSOR- AND/OR EXHIBITOR AGREEMENT.
The Parties confirm that the SPONSOR- AND/OR EXHIBITOR AGREEMENT is not concluded in the expectation of a preferential treatment of their products or other important business decisions in favour of a Party.
10. CONFIDENTIALITY
The Parties agree to treat the content of the SPONSOR- AND/OR EXHIBITOR AGREEMENT confidential towards third parties during the term of the SPONSOR- AND/OR EXHIBITOR AGREEMENT and for one (1) year after termination of the SPONSOR- AND/OR EXHIBITOR AGREEMENT. The disclosure of any of the contractual agreements to a third party shall only be permissible following explicit written approval of the other Party, in case this is necessary for the protection of legitimate interest of one or both Parties or where this is required due to mandatory legal provisions. Third parties in this sense shall not include the Parties’ Affiliated Companies, consultants, Venue and relevant partners, requiring this information for the execution of the SPONSOR- AND/OR EXHIBITOR AGREEMENT.
11. LIABILITY AND ENSURANCE
Claims for damages of either Party shall be mutually excluded, irrespective of their legal grounds, unless damages are caused through willful act or omission of a Party or in case of injuries to persons. Claims shall further not apply in case of a misuse of Intellectual Property Rights.
The Organizers do not accept responsibility for any theft, loss or damage from any cause whatsoever, in respect of any property brought to the ERF2023 premises by the SPONSO or EXHIBITOR. The SPONSOR or EXHIBITOR releases from and indemnifies the Organizers against any liabilities in respect of any loss or damage to the exhibits or any other property brought to the Venue and the SPONSOR or EXHIBITOR shall effect insurance on a full ‘All Risks’ basis for a sum insured equivalent to the full value of all exhibits and other property brought to the ERF2023. The SPONSOR or EXHIBITOR shall provide proof of adequate cover to meet the insurance requirements of the clauses concerning Public Liability, Insurance of Exhibits, Postponement or Abandonment, and Failure to Vacate. The SPONSOR or EXHIBITOR may be asked to provide to the Organizers prior to commencing its booth, a fitting copy of its public liability insurance certificate and the receipt for the current year’s premium.
12. POSTPONEMENT OR ABANDONMENT
The SPONSOR or EXHIBITOR shall have no claim against the Organizers in respect of any loss or damage consequential upon the prevention, postponement or abandonment of the ERF2023, or of the Venue becoming wholly or partially unavailable for the holding of the ERF2023 by reason of happenings of any of the events being beyond the Organizers’ control. The Organizers may at their entire discretion repay the rental paid by the SPONSOR or EXHIBITOR or part thereof, but shall be under no obligation to repay the whole or part of such rental and shall be under no liability to the SPONSOR or EXHIBITOR in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the SPONSOR or EXHIBITOR as the result of the happening of any such events. If in the opinion of the Organizers, re-arrangement or postponement of the period of the ERF2023, or by substitution of another Venue or building or by any other reasonable manner the ERF2023 can be carried through, the SPONSOR- AND/OR EXHIBITOR AGREEMENT shall be binding upon the parties, except as to size and position of booths, as to which any modifications, substitutions or re-arrangement they consider necessary shall be determined by the Organizers.
13. EFFECTIVE DATE AND TERM
This SPONSOR- AND/OR EXHIBITOR AGREEMENT shall become effective upon registration in the Conference Manager System and shall terminate 60 days after the completion of ERF2023, unless terminated prior for good cause or due to a Force Majeure Event.
Both Parties are entitled to terminate the SPONSOR- AND/OR EXHIBITOR AGREEMENT for good cause. A good cause event shall in particular be given where
(i) the other Party breaches a material obligation under the SPONSOR- AND/OR EXHIBITOR AGREEMENT and fails to remedy this breach despite a written reminder, within a reasonable period of having received the reminder,
(ii) the other Party becomes insolvent or enters liquidation or has an administrator appointed to the whole or any part of its assets or
(iii) a Force Majeure Event occurred and a postponement of ERF2023 could not be agreed on.
Any termination requires written form.
Expiry or termination of the SPONSOR- AND/OR EXHIBITOR AGREEMENT for any reason shall be without prejudice to the rights, obligations and remedies (including, but not limited to, injunctive relief) of the Parties existing at the date of termination, including the right to take action in respect of the circumstances giving rise to such termination.
Also in case of a termination due to a Force Majeure Event, Fees are to be refunded, unless SDU incurred provable expenses regarding ERF2023 before effectiveness of the termination. If there are several SPONSORS and EXHIBITORS, a proportional calculation shall be made.
Both Parties shall be entitled to continue the use of any reports and further marketing material (e.g. photos, videos) regarding ERF2023, that have been provided by SDU or produced by the SPONSOR or EXHIBITOR, also after termination of the SPONSOR- AND/OR EXHIBITOR AGREEMENT for marketing purposes and in the course of public relation work. This includes the right to copy, make available, publish and distribute such material in physical and non-physical form, in particular in internal and external Media.
14. CONTACT PARTNER
Notices under the SPONSOR- AND/OR EXHIBITOR AGREEMENT shall be directed to the person making the registration in the Conference Manager System.
15. Miscellaneous
SDU may use third parties in the organization, planning and delivery of ERF2023. SDU is liable for compliance with the provisions of the SPONSOR- AND/OR EXHIBITOR AGREEMENT and will take reasonable measures to obtain every third party’s compliance therewith.
The SPONSOR’s or EXHIBITOR’s fulfilment of the SPONSOR- AND/OR EXHIBITOR AGREEMENT is subject to the condition that there are no legal barriers arising out of national or international foreign trade law or embargos and/or any other sanctions.
If any provision(s) of the SPONSOR- AND/OR EXHIBITOR AGREEMENT is held to be void, the validity and enforceability of the remaining provisions shall not in any way be affected or impaired thereby. The Parties shall use their reasonable efforts to substitute the illegal, invalid or unenforceable provision by a legal, valid or enforceable one, approximating as closely as possible to the original intent of the Parties.
Amendments or additions to the SPONSOR- AND/OR EXHIBITOR AGREEMENT shall be made in writing and agreed by both Parties in order to be valid.
The SPONSOR- AND/OR EXHIBITOR AGREEMENT shall be construed in accordance with and governed by Danish law.
Neither Party may assign or transfer the SPONSOR- AND/OR EXHIBITOR AGREEMENT or any of its rights or obligations under the SPONSOR- AND/OR EXHIBITOR AGREEMENT, whether by law or otherwise, to any other person or entity, without the other Party`s prior written consent.
16. LAW AND JURISDICTION
These SPONSOR- AND/OR EXHIBITOR AGREEMENT, as well as the Terms and Conditions, and any contract og agreement included, shall be governed by the laws of the Denmark, and any disputes regarding them shall be determined by a Danish court.
Ver. 1.2 – updated 20221112
EXHIBITION TERMS AND CONDITIONS
The latest “EXHIBITION TERMS AND CONDITIONS” found on the ERF 2023 webpage.
The EXHIBITION TERMS AND CONDITIONS are subject to change without notice.