Terms & Conditions For Participation In
The EHEF Indonesia
These are the terms and conditions agreed by:
“The EHEF Committee”,
“The Exhibitor”, the eligible institution, network or consortium of institutions, National Representation, or their representative which has made a successful application to the Committee to participate at the European Higher Education Fair.
In these conditions:
“The European Higher Education Fair” or “Fair” is that organized by the Committee in Indonesia;
“The Venue” as defined in the Fair details;
Exhibitor selection criteria for Higher Education Institutions
In order to be eligible to exhibit at EHEF Indonesia, the institutions must:
- be a higher education institution with headquarters in one of the 27 EU Member States,
- be recommended by the appointed national coordinator of EU Member States,
- provide courses at the undergraduate level and/or the postgraduate level of higher education leading to recognized degrees,
- provide degree courses that are accredited by the competent national authority in the relevant EU Member States,
- have a strong international dimension or be actively seeking to develop one, i.e. offer courses (preferably English-taught) and support services particularly aimed at international students.
- officially represent the European country language center or cultural center
- priority will be given to individual higher education institutions with a focus on postgraduate courses.
For each country, booths are allocated to eligible higher education institutions on a first-come first-served basis, based on the date and time of arrival of the complete, signed application form by email to the Committee office before the application deadline. If the number of applications exceeds the number of booths available, a waiting list will be constituted. Eligible institutions will be placed on this waiting list according to the date and time of arrival of complete, signed application form by fax at the Committee office before the application deadline.
The Committee reserve the right to select institutions to take part in the EHEF based on the exhibitor selection criteria, as described above. Applicants will be notified by email of the decision.
Cancellation of a European Higher Education Fair
The Committee reserves the right to postpone, curtail, move, extend or abandon a Fair, or move Exhibitors, or close individual or all sections of the Exhibition temporarily or permanently, if unforeseen events so require. Should it be necessary to postpone, curtail, move, extend or abandon the Fair, or move an Exhibitor, the Exhibitor shall not be entitled to withdraw from the contract nor to claim indemnity.
If the Committee cancel a European Higher Education Fair due to force majeure, a sum of preparation fee will be applied, and after the deduction all efforts will be made to reimburse exhibitor fees and any additional fees paid to the Committee included in the official application form (i.e. additional equipment or catalogue advertisement). Exhibitors will be responsible for any cancellation charges on flights, accommodation and any other costs they may incur.
Cancellation fees will be charged for withdrawal, for whatever reason, from a European Higher Education Fair as of the date of receipt of notice of withdrawal by original letter. Cancellation rates are as follows:
- No Cancellation Fee will be charged if the cancellation is made BEFORE 30 September 2020
- EUR 1,000 will be charged if the cancellation is made BETWEEN 30 September - 23 October 2020
- 100% of Exhibitor Fee will be charged if the cancellation is made AFTER 23 October 2020
The Committee will invoice Exhibitors for the EHEF booth and any additional costs before the event takes place. Terms of payment and deadlines are stated on the application form and must be respected in order for the Exhibitor to be able to take part in the Fair. The Committee reserve the right to cancel the contract and otherwise dispose of the space reserved if payments are not issued on time. In such an event, the Committee shall not be liable for any resulting costs, damages and/or losses charged to the Exhibitor. If on the instructions of the Exhibitor, invoices are made out to a third party, the Exhibitor continues to be liable for all charges.
Amounts invoiced by the Committee are exempt of VAT. The Committee reserves the right to send a supplementary invoice for VAT if required by EU legislation.
Accommodation, travel and freight
Please note that the European Higher Education Fair exhibitor fee does not include accommodation, freight, international and/or domestic travel costs.
Loss or damage to Exhibitor’s property
The Committee will not accept any liability for the damage, theft or loss of any Exhibitor’s property in any circumstances. The Exhibitor is responsible for taking out adequate insurance.
Loss or damage caused by Exhibitor
The Exhibitor will indemnify the Committee for: all actions, claims, suits, costs, expenses, demands (whether in respect of damage to property, personal injury or otherwise and including all legal costs and other expenses suffered or incurred by the Implementing Agencies) which any person may bring or claim arising from and out of the use of the Venue by the Exhibitor, its employees, servants, contractors and invitees; Loss and damage to the Venue and to any property therein arising out of the use of Venue by the Exhibitor, its employees, servants, contractors or invitees and in particular but without prejudice to the generality of the foregoing caused by the use or misuse of water, gas or electricity.
The Exhibitor must occupy and use the Venue and the space allocated to it at its own risk and neither the owner nor the Committee accept any liability for any accident, damage or injuries suffered at the Venue by the Exhibitor, its servants, agents, contractors, invitees, members of the public, or any person whatsoever.
The Committee accept no liability for loss or damage suffered by the Exhibitor and caused by:
- the failure of any service which the Implementing Agencies is responsible for providing;
- the failure of any service to be provided by the European Higher Education Fair subcontractors;
- cancellation or suspension of the European Higher Education Fair due to force majeure, including war, earthquake, strikes or by reason beyond the Committee’s control.
The Committee accepts no responsibility whatsoever for licensing matters, customs duties, import charges, taxes, delivery of visas, hotel rooms or Exhibitors’ travel arrangements.
Exhibitors will be allocated a booth as detailed in the Fair profile. Exhibitors will accept the booth that is allocated to them by the Implementing Agencies. Exhibitors must not change the booth structure, fascia board, flag, carpeting or walls or any other element that is common to all booths.
Depending on the location of the booth area, specific locations may have electrical boxes, cables, water pipes running through or beside the booth.
Promotional materials and displays
Exhibitors are not allowed to distribute any promotional items of any sort outside of their booth, either inside or outside the Fair exhibition area. Exhibitors may be asked to submit all promotional items, materials, literature and displays to the Implementing Agencies for approval and to make such changes as shall be agreed. If agreement cannot be reached, the Exhibitor must withdraw the literature, material or display.
The Committee reserve the right to close down any booth not respecting the Implementing Agencies' requirements. Agent’s promotional literature must not be displayed nor distributed at the Fair.
Use of venue
The Venue shall not be used for any illegal or immoral purpose and the Committee reserves the right to remove all materials that in their sole opinion may be considered offensive or obscene. All goods and property brought into the Venue are brought in at the owner’s risk.
Should the Exhibitor and the Committee be in dispute on the meaning or interpretation of any of the terms of this agreement, including failure to agree on an event of force majeure, the matter will be referred to the EU Delegation for Indonesia for arbitration.
If either party wishes to give notice to the other party under this agreement it shall be by registered delivery or first-class mail to the Committee.
Termination of agreement
The Committee are entitled to terminate without notice their agreement with an Exhibitor if:
- the Exhibitor or its designated representative commits any breach of, or fails to observe, any of the conditions or regulations set out in these terms and conditions;
- the Committee, in their sole and absolute discretion, decide that the agreement shall be terminated;
- the Exhibitor has a receiver appointed over all or part of its assets, enters into liquidation, or commits an act of bankruptcy, whether compulsorily or voluntarily;
- the Exhibitor fails to pay any sum due.
In the event that the Agreement is terminated by the Committee unless otherwise agreed between the Committee and the Exhibitor in writing, the Exhibitor will pay to the Committee any expenses or loss incurred by the Committee arising as a consequence of such termination.
We collect personal information through the registration process only. We do not sell trade or rent your personal information to third parties. We will only disclose personal information to our partners and to other organizations related to the event you register to, and to the suppliers we engage to process data on our behalf.
By submitting the application to exhibit at the Fair, the Exhibitor agrees to these Terms and Conditions. The mutual rights and obligations residing in this contractual relationship shall be interpreted in accordance with the laws of the Republic of Indonesia. Should any of the above conditions be or become null and void, the other conditions shall continue to be valid.
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