These Exhibition Rules and Regulation (“Exhibition Rules”) shall apply to all persons and entities qualified to exhibit or conduct their seminars (“Exhibitor”) at events facilitated or organized by Token News HK Ltd. (“Organizer”).
1. Agreement to Exhibition Rules
The Exhibitor hereby confirms that it has received a copy of the Exhibition Rules. The Exhibitor and its employees, personnel and representatives, agrees to abide by the Exhibition Rules and all other rules, policies or regulations promulgated by the Organizer. The Exhibitor shall observe proper decorum in relation to the Organizer’s representative and other participants of the event and shall ensure that its booth and any other materials or equipment shall not impair or obstruct the use of the other participants’ use of their space within the venue. The Exhibitor shall also abide by the rules of the venue in relation to safety and shall be responsible in ensuring that its employees, personnel and representative are properly apprised of such rules and regulations.
In the event that the Exhibitor violates any of the provisions of the Exhibition Rules or has exhibited conduct disruptive to the event of the Organizer, the Organizer reserves the right to cancel the Exhibition Agreement entered into between the Organizer and the Exhibitor, refuse entry to the Exhibitor, its employees, personnel and representative and require the tear down of any booth set up by the Exhibitor. Any such loss or damage incurred by the Exhibitor or Organizer in view of the tear-down or cancellation of the Exhibition Agreement shall be for the sole account of the Exhibitor.
2. Qualification of Exhibitor
The Exhibitors to be allowed by the Organizer shall be limited to those entities whose products or services are relevant to the purpose of the particular event, as announced by the Organizer. The Organizer reserves the sole right and discretion to determine the appropriateness of the products or services offered by the Exhibitor to the particular event.
3. Use of Exhibitor’s Trade Name or other Trademarks
The Exhibitor hereby agrees that the Organizer shall be using any disclosed trademark or trade name by the Exhibitor in connection with the event for any relevant marketing or promotional activities. The Exhibitor shall therefore hold the Organizer free and harmless in relation to the use of the Organizer’s disclosed trademark or trade name.
The Organizer shall be the sole authority in designating the location of the Exhibitor’s booth, event layout, program for the event and/or seminars, venue and location of the event, and number of participants allowed in the event.
5. Exhibition Agreement
An Exhibition Agreement shall be executed between the Organizer and the Exhibitor upon the receipt by the Organizer from the Exhibitor of the fees for the latter’s participation in the event (“Exhibition Fees”). The amount of the fees to be paid shall be announced prior to the Exhibitor’s registration.
6. Exhibition Fees
The Exhibitor shall pay 50% of the Exhibition Fees upon submission of its registration and shall pay the balance by [*] through the following payment methods:
In the event that the Exhibitor fails to pay the balance of the Exhibition Fees, the Organizer reserves the right to cancel the Exhibition Contract and the Exhibitor shall be liable for any costs incurred by the Organizer in view of such cancellation. On the other hand, any costs or loss incurred by the Exhibitor in connection with the cancellation of the Exhibition Agreement shall be for the sole account of the Exhibitor.
The Exhibitor acknowledges that the Exhibition Fee shall only be for its participation in the event, specifically the rental of the space for its booth set-up and time slot for the use of the stage set up by the Organizer for announcements or workshops to be conducted. The Exhibition Fee shall not cover any miscellaneous costs that may be incurred by the Exhibitor for the use of the facilities of the venue such as internet access and other venue facilities.
7. Termination of Exhibition Agreement
Should the Exhibitor wish to cancel the Exhibition Agreement after its conclusion and payment of the Exhibition Fees, the Exhibitor shall not be entitled to refund any portion of the Exhibition Fees paid unless the cancellation is done prior to [*]. In the event that the Exhibitor is entitled to a refund, the refund shall be limited to 50% of the Exhibition Fees. Any amount withheld by the Organizer shall be treated as cancellation penalty and does not cover for any additional costs that may be incurred by the Organizer in view of the Exhibitor’s cancellation.
8. Use of Space
The Exhibitor acknowledges that it is prohibited from subletting or lending its space, or any part thereof, to any other entity, whether or not for gain or profit. This prohibition will apply even if such third-party entity to whom the space is to be sublet is qualified to participate in the event as an Exhibitor, unless the prior written consent of the Organizer is obtained.
9. Cancellation of Exhibition
The Organizer shall be allowed to cancel the event or any part thereof for any reason. Should the event be cancelled by the Organizer prior to the conduct of the event, the Exhibitors shall be entitled to a refund of the full amount paid as Exhibition Fees notwithstanding the fact that the Organizer has incurred any associated costs in connection with such cancellation. However, if the Organizer has cancelled only a portion of the event, the Exhibitor’s entitlement to a refund of the Exhibition Fees shall be limited to a proportionate amount taking into consideration the duration of the event as a whole. The Organizer shall be free from any consequential damages arising from such cancellation but shall exert reasonable efforts to minimize any loss that may be incurred by the Exhibitors.
10. Liability and Indemnity
The Organizer shall be held free and harmless for any liability for personal or property loss or injury resulting from the conduct of the Exhibitor and the conduct of other participants of the event.
The Exhibitor shall bear the sole responsibility and liability for any damages to any venue facilities or equipment, personal injury to other participants of the event and damage to property of other participants that it may incur due to the actions of its employees, personnel, or representative, whether or not the same is due to an intentional, unintentional or negligent act of the latter. In the event that the liability is advanced by the Organizer, the damages shall be promptly paid by the Exhibitor including any additional costs incurred by the Organizer in connection with such payment.
11. Set-Up and Tear Down
The Exhibitor shall strictly comply with the set-up and tear-down regulations advised by the Organizer. The set-up and tear-down shall be completed by the Exhibitor within the period prescribed and shall be responsible for any additional costs incurred by the Organizer in connection with the Exhibitor’s failure to set-up and tear-down its booth within the period stipulated.
12. Documentation of Event
The organizer reserves the right to permit exhibitors to take pictures and videos during the event and all other rights for pictures taken at the event. Any exhibitor given permission to take pictures and/or videos during the even must observe the attendees’ right to withhold their consent to have their picture taken. Consequently, the exhibitors should seek consent of individuals whose photos or videos will be taken. The exhibitor takes full responsibility and shall answer for any liability for taking any unauthorized pictures or videos during the event, as well as for any unauthorized disclosure or processing of the same.
PJS Note to Client: Pictures or videos of individuals are considered as personal information under Republic Act No. 10173 otherwise known as the Data Privacy Act. Therefore, the consent of the individuals attending the event must be obtained. Otherwise, their pictures or videos may not be taken.
13. Responsibility for Processing of Personal Information
The Exhibitors understand that they are covered by the requirements of Republic Act No. 10173 otherwise known as the Data Privacy Act of 2012 (“DPA”), and considered as Personal Information Controllers under the DPA insofar as their collection and processing of personal information of attendees and participants of the event are concerned. The Exhibitors therefore acknowledge and warrant its faithful observance of the provisions of the DPA, more particularly in relation to the consent, disclosure and use requirements under the law. The Exhibitors agree that as Personal Information Controllers, it shall take full responsibility for any unauthorized collection, processing, use or disclosure of any personal information collected during and in connection with the event and agrees to hold the organizer free from any liability for any violation of the provisions of the DPA.
The Exhibitors hereby agrees to obtain the consent of its individual representatives whose information will be disclosed to the organizer’s operation, construction and electrical contractors to facilitate the event. The consent shall be evidenced in writing and shall be given to the organizer as soon as practicable.
To manage consent of attendees, the Organizer or Exhibitor may include a privacy notice in the sign-up sheet of the attendees. The privacy notice may indicate that the attendee consents to their photo or video being taken during the event (and any other use for such photos or videos taken). In some events, they provide a distinguishing marker (colored sticker or ID) for individuals who opt not to get their photos or videos taken during the event.