1. General provisions
The provisions of these Rules (hereinafter, the “Rules”) shall apply to any individual or legal entity such as notably all Exhibitors, visitors and service providers (hereinafter, the “Participants”), who request admission or are invited to the various professional events organised by Reed MIDEM (hereinafter, the “Organiser”), a French société par actions simplifiée (simplified limited company) with share capital of €310,000, whose registered office is located at 27/33 Quai Alphonse Le Gallo, 92100 Boulogne Billancourt, France, and which is registered with the Nanterre Trade and Companies Register under number 662 003 557.
These Rules shall also apply to parties who contract with the Organiser. The goods and services offered in connection with the relevant event shall meet only the requirements of any individual or legal entity whose business activities are directly related to the sector promoted by the event, as defined in the participation contract. The Organiser reserves the right to refuse to contract with any person whose business is not directly related to the sector promoted by the event or on any other reasonable grounds, such as a dispute, etc.
2. Acceptance of Contract Documents
Signature of any participation contracts and/or any admission to the event shall be deemed the Participant’s total and complete agreement with and acceptance of the provisions of these Rules, the relevant participation contracts, the specifications of the operator of the exhibition space and, in the case of Exhibitors (an "Exhibitor" is defined as any Participant who rents a stand and/or assigned location at the event), the Exhibitors' Technical Manual and the insurance policies that the Organiser takes out on behalf of the Exhibitors (hereinafter, collectively, the “Contract Documents”), all of which may be downloaded directly from the event’s website.
Accordingly, the Participant undertakes to comply with the Contract Documents, as well as with any health and safety measures which may be imposed by the relevant public authorities, the operator of the exhibition space and/or the Organiser and to cause its employees and service providers to comply therewith.
No amendments or reservations may be made by the Participant to the Contract Documents in any manner whatsoever.
3. Amendments to and priority of these Rules
The Organiser reserves the right to decide on all matters not covered by these Rules and to add new, immediately applicable provisions to cover such matters and any matters not otherwise dealt with by the general regulations governing commercial events which are posted on the www.unimev.fr website.
These Rules shall prevail over any other terms that Participants may seek to impose or incorporate, or which are implied by trade, custom, practice or course of dealing. In the event of a discrepancy between the French and any other translated versions of the Regulations, the French version shall prevail.
4. Postponement or cancellation of events
Until the date on which registration closes, Participants shall assume all risks associated with the non-occurrence of the event and, in particular, they alone shall bear costs they may have chosen to incur in anticipation of the event.
However, Participants may be refunded the amounts of their deposit or participation fee if the event is cancelled or upon the occurrence of a force majeure event. In the latter case, Participants shall be refunded an amount equal to sums already paid, less expenses incurred by the Organiser.
A "force majeure event" means any health, climatic, economic, political or social situation, at the local, national or international level, that:
• is not reasonably foreseeable at the time the event is advertised to Participants;
• is beyond the Organiser’s control; and
• makes it impossible to hold the event or creates risks of disturbances that may seriously affect the organisation and proper functioning of the event or the safety of property and persons.
If the event is postponed, the amount of the deposit or participation fee paid by Participant shall be carried over in view of their participation in the new event.
ADMISSION TO EVENTS
5. Admission requirements
Persons under the age of 18 may not be admitted to the event, except with the Organiser’s prior written authorisation.
The Organiser reserves the right to refuse entry to or to have expelled, temporarily or permanently, any Participant whose presence, conduct or behaviour threatens the image, peace or safety of the event and/or of the other Participants and/or of the Organiser and/or the integrity of the site. In such case, the Participant shall be reimbursed the share of sums already paid applicable to the remaining period of the event for which the Participant has been so expelled and such refund shall be such Participant's sole and exclusive remedy in respect of such expulsion.
To gain admission to the event Participants must show an admission pass, which the Organiser shall issue free of charge or for consideration in accordance with its own procedures. The distribution, reproduction or sale of admission passes in order for any person other than the Participant to derive a profit therefrom is strictly forbidden and may be liable to prosecution.
Due to the international nature of the event, Participants shall:
• Ensure that their participation is neutral in terms of political, ideological or religious expression;
• Not create disturbances (visual, audial, olfactory or of any other nature) to the organisation of the event, the other Participants, whether or not in neighbouring stands, or the public, either at their stand, in the advertising space assigned to them within the venue or in the vicinity of the event.
Otherwise, the Organiser reserves the right to impose penalties, including refusing admission to the event.
6. Accreditation of Participants’ employees
Participants may accredit only their full-time employees from a single establishment, in a single country. The Organiser may at any time request documentary evidence thereof.
In the event a Participant accredits any person who does not meet the foregoing requirements, they shall be required to pay the registration fee applicable to visitors, as specified in the participation contract.
The Organiser reserves the exclusive right to post advertising and other marketing materials and operate promotions in the venue where the event is held and in the immediate surrounding area.
All forms of advertising are strictly forbidden, with the exception of advertising that uses the media defined below, the advertising spaces that the Organiser assigns and the advertising materials displayed within the Exhibitor’s stand. In the event of non-compliance with these requirements, the Organiser may remove such advertising at any time without prior notice.
Participants shall not in any form whatsoever display products or services or advertise companies or businesses that are not participants, without the Organiser’s prior written authorisation.
Furthermore, the distribution of leaflets, brochures, flyers or documents of any type for promotional or any other purposes is strictly limited within the event venue and the immediate surrounding area and is subject to the Organiser’s prior authorisation. Participants shall not, in any manner whatsoever, advertise any practitioner or establishment that is a member of a regulated profession for which the national and official organisation that represents the profession prohibits advertising.
Certain of the Organiser’s events may be sponsored by Participants pursuant to the terms and conditions set forth in the relevant participation contract which specifies the characteristics of the event. Unless otherwise stated, such sponsorships are non-exclusive.
In the event that more than one Participant sponsors the same event, the Organiser shall promote the Participants in proportion to their respective contributions. The Organiser reserves the right in its absolute discretion to modify the characteristics of the event or to require the Participants to modify the materials intended to be distributed, in particular due to legal requirements or for reasons related to the general organisation of the event and/or, more broadly, in the interest of all Participants.
9. Photography and filming (audio and video)
The Organiser may prohibit the taking of photographs and/or the making of audio and video recordings by Participants who have not received accreditation from the Organiser for such purpose. Only photographers / cameramen who have received written authorisation from the Organiser for such purpose shall be allowed to operate within the event venue. A copy of their photographic prints and/or audio and video recordings shall be provided to the Organiser upon request.
Unless Participants expressly refuse consent in advance, Participants authorise, free of charge, the Organiser and its partners to photograph and/or record the voice and image of the Participant(s), the stands or specific articles displayed within stands, and to communicate to the public, in the whole world, such photos and/or recordings, which may be presented (in particular in the form of live or delayed broadcasting), reproduced without limit as to the number of reproductions and published, in the whole world, for a period of five (5) years, in any format (in particular, downloadable formats, including MP3, podcasts and webcasts), using any method or process known or unknown at this time, in whole or in part, on all tangible or intangible media known or unknown at this time, including but not limited to paper, optical, analogue and digital media (CDs, DVDs, etc.), or over an electronic network (the internet and, in particular, the websites of the Organiser and its partners), and on any other promotional or marketing tool it may use for information or promotional purposes, unless Participants communicate their opposition in writing in advance.
10. Unfair competition and parasitic business practices
Participants formally undertake not to engage in activities that are identical or similar to those conducted in the event venue, the immediate surrounding area or in any other exhibition area that the Organiser may designate, in particular, in places such as hotels or other sites external to said event, during the period of the event.
Accordingly, Participants in particular undertake not to directly or indirectly draw any other Participant away from any exhibition area for the purpose of presenting any of its products and/or services that are within the scope of the event.
The Organiser reserves the right to have any breach of this provision evidenced by any witness sworn officer, to have the relevant Participant pay the costs associated therewith and to initiate any legal action enabling it to assert its rights.
The Organiser may enter into agreements with hotels and estate agents in the location of the event and the surrounding area in order to assist Participants to the extent possible and under the best possible conditions, in finding accommodation. However, this does not constitute an endorsement from the Organiser of any particular accommodation provider or obligation on the part of the Organiser and the Organiser shall not be liable with respect to hotel reservations and/or accommodations selected.
INSTALLATION OF STANDS
12. Assignment and distribution of locations
The Organiser shall determine the event layout and assign locations. The Organiser shall endeavour to take into account Exhibitors’ requests, the nature of the products and services they plan to exhibit and the arrangement of the stand and/or assigned location they plan to install in accordance with the interests of the event.
Participation in prior events shall not entitle Exhibitors to a specific location. The Organiser shall in no event be liable to Exhibitors for any consequences that may ensue from the location assigned to them such as low foot traffic.
In the event that:
- a Participant/Exhibitor causes a disturbance or
- does not comply with the requirements of the Exhibitors’ Technical Manual, or
- in order to ensure the best possible presentation of the event in the interests of all Participants,
the Organiser reserves the right to modify, at any time and as often as it deems necessary, the use of the areas requested by Exhibitors, the location of stands or the decoration thereof. The Organiser shall use its reasonable endeavours to give those Exhibitors affected prior notice of its actions except in the event of a pressing need in which case the Organiser shall not be required to give prior notice.
13. Set-up, installation and decoration, break-down
Exhibitors and any person duly appointed to represent them shall:
• Familiarise themselves with the Exhibitors’ Technical Manual and the specifications of the operator of the exhibition space in effect and comply therewith;
• Comply with the safety measures imposed by applicable laws and regulations during set-up, break-down and throughout the event; and
• Be present at their stand and/or assigned location during the inspection by the teams responsible for ensuring compliance with safety standards.
Subject to the provisions of the Contract Documents, the event’s accident prevention plan, the Exhibitor’s specific prevention plan and consistent with the overall decoration of the event, Exhibitors are free to fit out and decorate their stand, provided they do not hinder the visibility of safety signs and equipment or of nearby stands. The Organiser reserves the right, at any time and at the Exhibitor’s expense, to have removed or to destroy any materials or installation deemed non-compliant with these Rules and relevant requirements of the Contract Documents.
14. Manning the stand and/or assigned location
Exhibitors shall at all times maintain sufficient staff at their stand and/or assigned location and keep it fully equipped during the entire duration of the event, including if the duration of the event is extended.
Exhibitors shall display products and/or services that comply with French and European laws and regulations and that originate from lawful activities and shall obtain all authorisations necessary to conduct their business at the event. Products shall be displayed only within the stand, shall not encroach on the aisles and shall in no event inconvenience nearby Exhibitors or any Participant or personnel or representative of the Organiser or the event operator. Materials and products shall be arranged in an aesthetic manner. Take-away sales or sales in which goods are immediately delivered to the buyer are forbidden, except with the Organiser’s prior written authorisation.
Events held at the stand and/or assigned location such as: attractions, shows, events etc. shall require the Organiser’s prior authorisation which may, at the Organiser’s absolute discretion, be withheld.
15. Damage and repairs
Exhibitors shall be liable for all damage they cause to their stand and/or assigned location. Accordingly, Exhibitors shall leave their stand and/or assigned location, as well as any equipment and materials supplied by the Organiser, in their original condition at the time they take possession of their stand and/or assigned location. Therefore, at the time they take possession of their stand and/or assigned location, Exhibitors shall have any existing damage evidenced and forward such evidence by email, on the same day, to the Organiser’s technical department. Otherwise, Exhibitors risk being invoiced for such damage.
The Exhibitors shall vacate its stand and/or assigned location and remove their goods, articles and specific decorations, as well as any residual waste from materials used to decorate stands, within the deadlines and during the hours specified by the Organiser and in compliance with local laws, regulations and practices concerning waste. If it fails to comply with such deadlines, the Exhibitor shall be liable for any expenses incurred as a result of its non-compliance with these instructions as well as for any damage caused by the Exhibitor.
16. Assignment and subletting of assigned locations
Participants are expressly forbidden from assigning, subletting or exchanging, free of charge or for consideration, all or any part of the locations assigned by the Organiser, including stands and advertising spaces.
However, more than one Exhibitor may be allowed to exhibit jointly provided they have submitted a prior request to the Organiser and the Organiser has approved the same.
FINANCIAL TERMS AND CONDITIONS APPLICABLE TO PARTICIPATION
17. Price and payment procedures
The participation fee and ancillary costs payable by the Participant (i) and the payment procedures and time periods (ii) are specified by the Organiser in the relevant participation contract. Depending on the signature date of the participation contract, the first payment shall be equal to amounts already due on the relevant date.
The Organiser does not apply any commercial discount, rebate or reduction policies, and Participants shall not be granted any discount in the event of payment before the due date.
An additional invoice shall be issued for any service Participants may order that is not specified in the relevant participation contract.
18. Late payment or non-payment
In accordance with Article L. 441.6 of the French Commercial Code (Code de Commerce), in the event of late payment, the Participant shall be liable for late payment penalties calculated at three (3) times the legal interest rate, as from the day following the payment date shown in the participation contract and on the invoice and of a flat compensation for recovery costs in the amount of 40 euros, it being specified that if the exposed recovery costs are superior to 40 euros, the Organiser may ask for supplementary compensation, with justificatory documents. This provision shall not be deemed a grant of an extension of time to make payment.
A Participant’s failure to comply with the “Price and payment procedures” clause shall automatically cause the amount of the participation fee to become immediately due and payable and/or shall entitle the Organiser to suspend performance of services, in particular access to the online community and/or the event, and/or to reassign the stand’s location to another Participant.
If and when the issue giving rise to the suspension has been resolved, at the Organiser’s discretion, the Participant may be offered a substitute alternative solution.
Failure to pay the price in full shall preclude the Participant from registering for any future event of the Organiser.
19. Cancellation of participation
Participants shall have no right to withdraw from, cancel or otherwise terminate a participation contract for any reason whatsoever, such participation contract being final are irrevocable.
The entire amount of the participation fee shall be owed in the following cases:
• The Exhibitor is not present at its stand 24 hours before the beginning of the event, for any reason whatsoever. The Organiser may deem such default a cancellation of the Exhibitor’s participation and shall be free to make other arrangements with respect to the stand’s location, in which case the Exhibitor shall not be entitled to claim any refund or compensation;
• The Participant purports to cancel its reservation on any date whatsoever and for any reason whatsoever; or
• At the time of its registration, the Participant provides information that is false, erroneous or becomes inaccurate and, as a result thereof, it is refused admission to the event;
This clause 19 shall not apply upon the occurrence of a force majeure event, as defined by Article 1148 of the French Civil Code (Code Civil) which, if proved, shall entitle the Exhibitor to a refund of all amounts paid.
20. Intellectual property
The Participant warrants the Organiser that it or its licensors own all intellectual property rights in and to the content defined below and in the materials exhibited, or that it holds the authorisations necessary to display and/or distribute them in connection with the event.
To ensure the complete transparency of the event, at the Organiser’s request, the Participant shall provide all catalogues and/or brochures, or the media containing them, related to the products and rights it offers.
The Participant shall inform the Organiser in writing if it plans to broadcast music at its stand and/or assigned location and/or in its advertising space, and shall file all required reports, in particular (but without limitation), with the SACEM (the French, Performing Rights Society) and/or other, relevant regulatory body and make the payments associated therewith.
The Participant shall indemnify and hold the Organiser harmless in the event of any recourse on the grounds of non-compliance with these obligations contained in this clause.
21. Organiser’s media and content
The Organiser shall provide the Participants with catalogues, periodicals, databases, lecture programmes and websites specific to the event (hereinafter, the “Organiser’s Media” or “Media”). The Organiser is the owner and publisher of this Media which it publishes and distributes, with the exception of the content published by Participants via the online community that the Organiser hosts.
This Media is protected and the Participant shall therefore not use it in any manner whatsoever without the Organiser’s prior written agreement.
• Organiser’s Media and Content provided to Participants
Participants acknowledge and agree that all texts, videos, images, distinctive signs, data, IT applications and/or functionalities published in the Organiser’s Media, with the exception of those submitted by Participants (hereinafter, the “Content”), are the property of the Organiser and/or third parties.
Participants shall in no event reproduce, modify, delete, distribute, grant and/or use the Content, in whole or in part, and in any manner whatsoever, without the prior written agreement of the Organiser, its licensors and/or the relevant right holders. Otherwise, Participants risk being liable or being held liable.
• Organiser’s Media and Content provided by Participants
The Participant authorises the Organiser to reproduce and use its own content, for the time period during which the Organiser’s Media is distributed, free of charge and in the whole world.
The Participant shall be solely liable for the information and documents that it provides and that are published and distributed via the Organiser’s Media. The Participant may not hold the Organiser liable, including in the event of an error and/or omission, in particular if due to erroneous or incomplete information provided by the Participant. Furthermore, the Participant shall ensure that it holds all necessary authorisations and, failing this, shall hold the Organiser harmless in the event of any recourse.
• Placing advertising on the Organiser’s Media
The Organiser shall determine the advertising spaces available on its Media and has a right to control all advertising distributed thereon in order to ensure compliance with applicable laws and protect the interests of the event and/or the Participants. In particular, the Organiser may delete any statements that may directly or indirectly draw any Participant away from the event venue, offend the public, present false or misleading information or promote unlawful or regulated activities, services or products, as well as any unlawful statement or image.
Any authorised advertorial-type advertising within the Event venue must carry the banner “PUBLICITÉ / ADVERTISEMENT”.
The Organiser may refuse to publish the text or advertisement at issue, in which case the Participant shall be reimbursed the price of the advertising space, to the exclusion of any other expenses, less sums incurred by the Organiser before it discovers the unlawful nature of the publication.
In the specific situation where a Participant has placed an order for advertising on the Organiser’s Media but fails to provide the Organiser with the information and documents necessary for publication in a timely manner, the Organiser reserves the right to make other arrangements with respect to such advertising space, in particular to publish the statement “Space reserved by …”, followed by the Participant’s name. In such case, the Participant shall not be entitled to claim a refund of the price of its order or any compensation. The documents used to publish advertising shall be returned to the Participant or its representative only upon request. The Organiser is required to keep such documents for one (1) year only, and may destroy them after such period.
22. Collection and use of data
The Organiser collects participants’ personal data by the present document or during participation of the event (attended places or events, services operated). This data is processed electronically by the Organiser for the purposes of managing and publishing its participants’ data file. Such data processing is reported to the French National Data Protection Authority (Commission Nationale Informatique et Libertés or CNIL).
This data may be transmitted to recipients, some of whom are located outside the European Economic Area.
This personal data can be:
• integrated into the online database available to Participants to enable them to prepare the event, promote their business and schedule their business appointments within the event. In this respect, Participants undertake not to use the data for any other purposes. The Organiser reserves the right to stop by any means any disturbance caused by any forbidden use of personal data.
• communicated to third parties that have entered into contracts with the Organiser, in particular the companies of the Reed Elsevier group, service providers and partners of the Organiser, who can be located all over the world
• communicated to Participants, such as speakers, sponsors, exhibitors, who can be located all over the world to carry out commercial prospecting.
• used on all distribution and promotional media in connection with the relevant event including over the internet.
Participants may exercise their right to access, correct and oppose the use of their personal data by writing to the following email address: email@example.com.
INSURANCE AND LIABILITY
Participants shall take out all insurance policies necessary for their participation in the event. The Organiser declines all liability in this regard, in particular for the loss or theft of personal property.
The Organiser has taken out, on behalf of the Exhibitors only, an insurance policy that covers, at no expense to them, the following risks only:
• Civil liability to third parties;
• All other risks to property exhibited, including the fittings and decorations of the stand.
The detailed terms and conditions of the aforementioned insurance covers, in particular cover limits, excess amounts and applicable exclusions, are set forth in the applicable insurance policies, a copy of which will be provided to
Exhibitors if they request it from the Organiser. A summary of these terms and conditions can also be found in the section of the Exhibitors’ Technical Manual entitled “Insurance”.
Exhibitors are responsible for verifying that these terms and conditions are appropriate in light of the scope of the risks covered and the value of property exhibited, including the fittings and decorations of the stand. If not, Exhibitors shall take out additional insurance policies.
The Organiser shall in no event be liable for any claim for which Exhibitors may be liable or any loss Exhibitors may incur in the event of inadequate insurance cover.
24. Liability of the Organiser
The Organiser shall not be liable for any direct or indirect losses that Participants may sustain (of whatever nature, including but not limited to loss of use and business losses) for any reason whatsoever, with the exception of fraud, bodily injury and death due to the proven negligence of the Organiser.
The Organiser only owes the Participant a reasonable endeavours obligation.
Depending on the circumstances, the Organiser reserves the right to take the following actions, without the Participant being entitled to claim any compensation:
• Unilaterally and automatically terminate the participation contract in the event of the Participant’s partial or total non-performance of the provisions of these Rules, the Exhibitors’ Technical Manual, the relevant participation contract and/or the insurance policies that the Organiser has taken out on behalf of the Exhibitors;
• Order the immediate closure and then the taking down of the stand and/or assigned location and/or the immediate expulsion of the Participant from the event venue;
• Prohibit the Participant from participating in the event for two (2) full consecutive years;
• Suspend access to the database at any time, without compensation;
• Require the Participant to comply with a court decision that makes a finding of infringement.
These sanctions may be imposed without prejudice to legal action the Organiser may initiate to assert its rights and claim damages on the grounds of the Participant’s breach of contract.
The Participant shall be liable for expenses incurred in connection with the Organiser’s actions to enforce the terms of these Rules and/or the Contract Documents against the Participant (in particular, bailiff’s costs, costs associated with taking down the stand, etc.).
In the event any of the above provisions is held to be void or unenforceable, such provision shall be severed from the agreement without affecting the validity of the other provisions of these Rules.
27. Compliance with Laws
The Participant shall comply with all laws relevant to its rights and obligations under these Rules and/or the relevant participation contract and relevant to the event. Bribery and any other form of unethical business practice are prohibited in relation to the event. All business transactions in relation to the event shall be accurately and completely recorded in accordance with applicable laws. The Participant shall not in connection with the event accept gifts or inducements of any kind nor give or offer to give any person, an inducement or gift of any kind that could be perceived by others to be a bribe.
28. Governing law and jurisdiction
These Rules and the participation contract, which are a contract of adhesion, the insurance policies that the Organiser has taken out on behalf of the Exhibitors and the Exhibitors’ Technical Manual are governed by French law.
The French versions thereof, which the Participant acknowledges it has read (and which are available on the event’s website and/or upon written request from the Organiser) are the only versions binding the parties, which the parties expressly acknowledge.
The Participant undertakes to seek an amicable resolution with the Organiser before initiating legal action before the competent courts. THE PARTIES EXPRESSLY AGREE THAT IN THE EVENT OF A DISPUTE CONCERNING THE VALIDITY, INTERPRETATION OR PERFORMANCE OF THE ABOVE PROVISIONS, THE COURTS OF PARIS SHALL HAVE EXCLUSIVE JURISDICTION TO HEAR SUCH DISPUTE