ECOSYSTEMS 2030 – TERMS AND CONDITIONS

CONTENTS:

Part A – Our relationship with you

Part B – General terms for all delegates

Part C – Attendee terms

Part D – Volunteer terms

Part E – Exhibitor terms

 

Part A – Our relationship with you

Who we are

We are Ecosystems 2030 Inc. (“we”, “us” and “our”), a company incorporated under the laws of the United States of America.

What we do

We are organizers of “Ecosystems 2030” (our “Conference”).

Structure of terms

The agreement is between us and the person who completes the relevant Conference online registration form (“you” or “your”). Your agreement with us consists of:

Part A (Our relationship with you);

Part B (General terms for all delegates);

Part C (Attendee terms), which contains terms specific to registered attendees attending our Conference (“Attendee”, “you”, “your”);

Part D (Volunteer terms), which contains terms specific to volunteers attending our Conference (“Volunteer”, “you”, “your”); and

Part E (Exhibitor terms), which contains terms specific to exhibitors attending our Conference (“Exhibitor”, “you”, “your”),

(collectively, the “Terms”).

We are committed to protecting your personal information. These Terms include and incorporate by reference our privacy policy found on our website, which explains the types of information collected, stored, shared and processed in connection with the Conference, how and why we use such information, who we share it with and your legal rights.

These Terms also include and incorporate by reference the ‘Terms and conditions – website’ to the extent including you through our website complete registration and purchase of a ticket for attendance at our Conference or apply to be a volunteer at our Conference.

Your agreement with us

You should read this document carefully. These Terms govern your online registration, attendance at and/or participation at a Conference. By registering for the Conference you agree that you have read and accepted these Terms and agree to be legally bound them. If you do not wish to be bound by these Terms, please do not register, attend or participate in the Conference.

Registering on behalf of another

If you are registering on behalf of another person it is your obligation to make sure that the person attending is aware of these Terms and accepts them. By completing and submitting the registration form you are representing and warranting that you have made the person attending aware of these Terms and that they have accepted these Terms.

Changes to this policy

These Terms apply to you from the date of publishing and until these Terms are superseded by a new version. We may update these Terms at any time for legal or regulatory reasons, or to reflect changes in our services or business practices. Any amended Terms will be posted on an Amended Terms Page on our website.

Contact us

We have done our best to explain things clearly for you in this document but if you have any questions, please let us know.

For questions about registration or assistance with any registration problems, please contact us at contact@es2030.com

If you have any other questions, concerns, or complaints, you may contact us at contact@es2030.com

Part B – General terms for all delegates

Changes, postponement & cancellation of a conference

1. We try to make sure that the Conference programmes, speakers, topics and venues are correct at the time of publishing, circumstances beyond our control may necessitate substitutions or changes to the content, format, themes, name, performers, hosts, moderators, venue, or timing of a Conference. 

2. We will endeavor to notify you as soon as reasonably practicable of any substitutions or changes by posting the updated information on our website www.es2030.com.

3. The only circumstances in which tickets will be refunded are in the event of a) postponement, or b) cancellation of a Conference as determined by Ecosystems 2030, or as required by the local government authority of Granada, Spain. Refunds will not be issued under any other circumstances.

4. In the event of postponement or cancellation of a Conference in accordance with paragraph 3, our total aggregate liability to you is limited to the refund of paid fees that remain after credit card and payment processing fees have been incurred and deducted, and we will not be liable to you for any expenditure, damage or loss incurred by you as a result of the cancellation or postponement.

5. In the event of postponement of a Conference in accordance with paragraph 3, Ecosystems 2030 will offer all affected ticket holders an option to attend the postponed Conference once rescheduled, or a refund in accordance with paragraph 4.

 

Part C – Attendee terms

Tickets and pricing

You will find details of attendee ticket pricing and fees for the Conference on our website. Ticket prices for the Conference are correct at the time of publication.

We reserve the right to change the ticket prices at any time but any changes will not affect tickets that have already been purchased.

A valid ticket entitles you to entry to the Conference as an Attendee, but does not include any requirements associated with travel to or from the Conference or any accommodation costs incurred and we shall have no liability for such costs or expenses.

In certain cases, free or subsidized tickets may be offered within 30 days of the Conference start date. In these instances, tickets must be assigned within 7 days of receipt of your ticket in accordance with the details provided in the above paragraph.

Delivery

Once a successful ticket transaction has been completed, tickets are delivered in electronic soft-copy via email to the email address nominated by the Attendee. For some ticket types it may be necessary to complete required information such as Attendee name or tax identification number before the tickets can be issued.

The ticket acts as a receipt for the transaction and can be used to gain entry to the Conference listed on the ticket. The ticket reference number can be used to access the mobile app, in order to register at the Conference.

All tickets must be assigned to an Attendee, and all Attendee details must be complete within 30 days of receipt of your ticket. For the avoidance of doubt, this includes name, job title, company name and a passport style photo. Ticket reassignment after this date is subject to the Terms.

Discounts

We may from time to time offer certain discounted ticket promotions to encourage attendance at the Conference. We are not obligated to offer any discounts for the Conference and reserve the right to chance or withdraw a discount offer at any time in our sole discretion.

Ecosystems 2030 Summit day tickets: In our efforts to allow young people to attend our Conference, we may, from time to time, offer them free and subsidized tickets to our Conference from time to time. It is a strict condition of these promotions that only individuals 16 to 23 years of age, inclusive, can gain admission to our Conference using these tickets. Any person redeeming an Ecosystems 2030 Summit Day Ticket must provide relevant identification, such as a valid driver’s license or passport. No name changes for Ecosystems 2030 Summit Day Tickets will be facilitated prior to the commencement of the Conference.

Ticket name changes

If an Attendee finds that they cannot attend a Conference they must notify us as soon as possible (and in any event no later than 7 days before the commencement of the Conference) by email at: contact@es2030.com and request a name change on their ticket. We may in our absolute discretion allow the name change. Ecosystems 2030 Summit Day Ticket holders are not allowed name changes on their tickets.

Age limitation

All attendees under 18 years of age (“Youth Attendees”), must be accompanied by an adult chaperone or have guardian permission to attend the Conference and all related events. Youth Attendees may attend the Conference subject to the following requirements:

Age* of Youth Attendee Requirement to Maintain Validity of Ticket

16-17 years

Must purchase Youth Ticket;

Must be accompanied by an adult chaperone at point of registration/accreditation collection only. The adult chaperone is not required to register for a ticket or to attend the Conference;

Adult chaperone must have valid identification and provide valid contact information for the duration of the Conference; and

Documentation for the authorization of the Youth Attendee’s attendance prior to registration/accreditation collection may be required**, including but not limited to:

Copy of passport or other identification for both the Youth Attendee and the adult chaperone(s);

Copy of the Youth Attendee’s birth certificate; and

Notarized letter of consent signed by a legal guardian or both parents (or by a single parent with accompanying proof of sole custody).

4-15 years

Must purchase Youth Ticket; and

Must be accompanied by a ticketed adult chaperone for duration of Conference.

3 and under

Admitted free of charge; and

Must be accompanied by a ticketed adult chaperone for duration of Conference.

*Date of birth prior to date of ticket collection

**We reserve the right to refuse admission to anyone who fails to comply with these documentation requirements

Part D – Volunteer terms

Selection

You may apply to be a Volunteer at the Conference.

There is no guarantee that applicants wishing to volunteer at the Conference will be selected and selection of Volunteers is at our sole discretion.

Selected Volunteers must attest to the truth of all statements made in their volunteer application.

Without limiting their other obligations under these Terms, Volunteers are subject to the following rules governing their relationship with us:

  • Volunteers will not receive compensation for travel or accommodation associated with the Conference;
  • Volunteers who violate any of these Terms, behave in a manner that could be disruptive to the Conference or any other Attendee, Volunteer, Exhibitor and/ or partner, consume alcohol and/or illegal substances before or while on duty, or fail to show up for an assigned shift may be stripped of their credentials, denied access to the Conference, and may be subject to removal from the Conference grounds;
  • Volunteers acknowledge they may be photographed or recorded in accordance with the section “Photography, Audio and Video Recording”; and
  • Volunteers who may be handling confidential information agree to handle such information in the strictest confidence and abide by the rules governing its use as provided for in the [Privacy Policy].

 

Ticket refund

If you have been selected to be a Volunteer at a Conference but have already bought a ticket, you are not eligible for a refund or reimbursement under any circumstances.

Part E – Exhibitor terms

Exhibitors

We offer space at Conferences to Exhibitors who wish to occupy a location at the Conference and operate a stall where they can exhibit certain goods or services to delegates (an “Exhibit”) at agreed times, subject to these Terms.

The Exhibitor is only permitted to conduct business from its allotted Space and shall not canvass, promote, advertise or solicit for business in any other area of the Venue without our express prior written consent.

The Exhibitor is prohibited from sub-letting the Space without our express prior written consent. If and to the extent that the Exhibitor is permitted to sublet the Space, the Exhibitor shall remain responsible for the Space and shall be liable for any breach of these terms by any party to whom the Space is sublet.

The Exhibitor shall not canvass, promote, advertise or solicit for business on behalf of unrelated Third Parties without our express prior written consent.

The Exhibitor’s operation of the Exhibit at the Conference shall be carried out in full compliance with these Terms.

Location of exhibits

We retain the right in our absolute discretion to relocate the Exhibits and/or require the Exhibitor to occupy an alternative Exhibit within the specified site at the Conference where we deem it to be necessary in the best interests of the Conference or as may be required on security, health & safety grounds or otherwise.

Standard of upkeep

The Exhibitor must keep and maintain the interior, exterior, the fittings and equipment installed at the Exhibits in a clean, orderly and sanitary state and in good repair.

Waste

The exhibitor is responsible for the disposal of all waste products and rubbish and for taking off-site all rubbish generated by it. If required, the Exhibitor shall provide litter bins for the use at the Conference which the Exhibitor must remove from the site at the end of each day. The Exhibitor is also responsible for the periodic clean-up of tables and floors in their Exhibit area and the surrounding area.

Access

We permit the Exhibitor to operate the Exhibit between the hours as communicated from time to time. The Exhibitor must ensure, to the complete satisfaction of us, that all Exhibits and rubbish are completely dismantled and removed off-site each day of the Conference. The Exhibitor is not entitled to permit anyone, other than its personnel or those having business with the Exhibitor, to have access to the Exhibit area.

Health and safety

An Exhibitor vending food and beverage must ensure that it is registered with its local food standards and safety office and is, at all times, in compliance with the relevant laws and safety and compliance standards. The Exhibitor must possess and display at its Exhibit a valid license demonstrating its registration with its local food standards and safety office.

All cooking and heating equipment shall be of a safe and compliant standard. The Exhibitor must ensure that any external gas units are appropriately caged. Such units shall be kept away from public access. The Exhibitor must ensure that its Exhibit is equipped with the proper number, size and type of charged fire extinguishers.

Security instructions

The Exhibitor must observe and comply with, and ensure that its staff engaged at the Exhibits observe and comply with, all instructions and directions given by or on behalf of us or venue management, and with our and venue management’s rules and regulations as communicated from time to time. The Exhibitor must not damage or allow its employees to damage the site that is hosting the Conference or the Exhibit or any part thereof. All Exhibitor personnel on site must wear identification badges at all times and must not enter any restricted areas.

Provided equipment by us

All equipment (screens, laptops, cabling and other electronic equipment, rooms, furniture etc.) supplied by us at the Conference are on a rental basis and no exchange, transfer or refund of ordered items on-site will be permitted. Any complaint regarding rented items or installation must be lodged by emailing contact@es2030.com before the opening of the Conference. In respect of items rented on the day, items should be inspected immediately and tested to ensure they work. Otherwise, all items are deemed to be received in good order and condition.

Exhibitors must pay for all damages or losses to equipment supplied to them. The equipment must be insured by the Exhibitor, who will remain liable until our authorized staff have collected the equipment. In case of non-return, the Exhibitor will be required to reimburse us for the full cost of the equipment at the original insurance value.

Cancelled orders are not refundable. Non-standard items may be offered on request, subject to a separate quotation, and are subject to the same terms.

Nothing in these Terms creates or deems to create the relationship of landlord and tenant between us and the Exhibitor nor should these Terms be construed as creating a transfer of a property interest to the Exhibitor nor any greater interest in the Conference in favor of the Exhibitor.

Exhibitor insurance

Each Exhibitor must effect and maintain with an insurer of repute the level of insurance as set out in the Event Sponsorship and Exhibition Agreement, and upon request shall produce to us evidence of the current policy of such insurances and receipts for the premiums payable thereof. Failure to make provision of such evidence to our satisfaction of will permit to immediately terminate these Terms and your right to Exhibit at the Conference.