Declaration
Dear business partners, thank you very much for your interest in this event. You can find information about the possibilities of presenting your companies, products or services in the offer sheet, which can be found in the online registration form by clicking the „Registration of exhibiting companies„ button. We would like you to see this offer as an opportunity for cooperation and not as a barrier if it does not cover all your requirements. We will be grateful for your questions or comments and will try to comply with your wishes so that you are completely satisfied. Do not hesitate to contact us by email or telephone. Contacts can be found in the top bar.
Registration of company representatives and booking of their accommodation will be open from: 01. 02. 2020
Registration of representatives and booking of their accommodation are carried out via an online form, which will be made accessible to you after sending a binding partnership order. To access this online form, first click the „Registration of exhibiting companies“ button.
Company representatives are allowed to enter only if the company they represent participates in the event as an exhibitor or in another form of partnership.
If you wish to pay the costs associated with the participation in this event on behalf of one of your clients, first read the terms and conditions below and proceed as follows:
1) By clicking the "Sponsorship of participants" button, create your account and attach a scan of the signed statement in PDF claiming that you are a person competent to act in these matters on behalf of your company and to place orders. You can find the statement HERE. This will set up access to the system for you, where you will see who is already registered and what services they have ordered.
2) You will add the services that you want to sponsor to your "shopping cart". Until you press the "Place binding order" button, the services in the shopping cart are not a binding order and you can add or delete them as you wish.. If sponsorship is not ordered with binding effect after the stated date, we will demand payment directly from the participant and we will treat their registration as if the sponsor is not promised at all.
3) Sponsorship is promised only at the moment of sending the binding order. Items ordered with binding effect can no longer be edited from your online interface. Until the stated date, the promise of sponsorship can be cancelled free of charge upon request, but after the deadline the order shall be considered binding with a 100% cancellation fee. Services ordered with binding effect cannot be cancelled after the stated deadline and must be paid in full by the sponsor, regardless of whether the service will eventually be actually used or not. Promised sponsorship cannot be transferred to another participant in the event.
4) If you need to split sponsorship into several invoices, this is not a problem. You can divide the items of the final order into several breakdowns, which will form attachments to the final invoices. You can also assign a number of your order to each part of the breakdown, which will then be written on the final invoice.
- Do not make registration for participants via the online form! - Each of our clients has their own account, in their name and with their password. Only services that the participants themselves choose can be sponsored.
- We do not make advance booking of accommodation for the event participants. Only accommodation for company representatives can be booked in advance, as this is a real order.
Why does everyone have to register themselves?
We do our best to ensure smooth running of events, maximum comfort for participants and food in sufficient quantity and excellent quality. At the same time, we also try to optimize costs, not to waste food and to save time for stakeholders. All this in accordance with our legal system and its limitations.
We therefore proceed from the logical reasoning that each participant in the event knows best what services they wish to order, when they will arrive and depart, how they wish to be accommodated. If someone else (e.g. an agency) takes care of their registration, it does not have all inputs and has to ask the participant about them anyway, so there is no time saving, on the contrary. There is room for inaccuracies, communication noise, not to mention situations where several agencies start to "take care" of one participant. Often there are surprised participants at the check-in, who have no idea what someone ordered for them, feeling that something has not been ordered although it should have been, and so on. That is a situation that we do not want.
The argument that the agency itself will register the participants, thus doing a service for them, falls due to the above and is really counterproductive. We take as a fact and do not dispute the statement that if the client is not registered by the agency itself, then the client will not go. Those who are interested will be warmly welcomed. Respecting the rules of the organizer is one of the conditions for the participation in the event. The VIPs must also show their passport at the airport and pass the control.
We take agencies as important parts of the system and we support and appreciate cooperation with them. The role of the agency is clear from our point of view. It has to re-invoice services for its client, i.e. the final sponsor, for accounting, strategic or legislative reasons, and it is entitled to a commission for doing so. However, performing the aforementioned "client service" often ultimately does more harm than good to the system. From our point of view, the agency does not have the right to decide on behalf of the participant which service the participant will order, only the agency will not confirm sponsorship of a specific item. That item must be paid by the participants themselves.
The role of the sponsor is also clear. The sponsor wishes to pay for specific services on behalf of the participant and often it has its limitations as to which services it may and may not sponsor. From our point of view, the sponsor does not have the right to decide on behalf of the participant which service the participant will order, only the sponsor will not confirm sponsorship of a specific item. That item must be paid by the participants themselves.
So the easiest thing for everyone is when the clients register themselves and the other parties, i.e. sponsors and agencies, process only the financial aspect of the matter between themselves.
There are many other reasons why. To give you an idea, we also present, for example:
- GDPR and contractual arrangement - everyone who registers with us gives us permission to process their personal data, has the opportunity to upload a contribution to active participation, gives us consent to sending email messages, consent to or disagreement with the publication of a lecture. This cannot be dealt with by a third party without a power of attorney.
- User account: Users will only find electronic tickets, instructions, certificates of participation, online voting, tax documents and other information in their account after logging in on our website. We strive for maximum user comfort and smooth course of client check-in. If the registration is arranged by a third party, the end user is often not informed about that and such a situation is exactly contrary to our efforts.
- Preferences: Everyone knows best what they wish. Some agencies are not allowed to pay fees for certain services and therefore they do not even order them for the participant in the registration. This often does not reflect the real requirements of the client.
- Maximum knowledge and reduction of communication noise: What a person chooses during online registration is what that person gets. This eliminates unnecessary guesswork and problems with clients on site.
- Liability for ordered services: The client who orders a service is financially liable for it. If the sponsor cancels support, the client pays for the service themselves. Therefore, there is no risk of the client’s argument that they did not order anything and therefore will not pay.
We hope that you will not see these rules as an obstacle to your business, but rather as an effective system that leads to the satisfaction of all parties involved. That is our goal.
