Event Terms & Conditions
Xebia Event Terms & Conditions for Participants – July 2024
These Xebia event terms and conditions for participants (“Terms and Conditions”) are applicable to any participant (“Participant”) participating in any type of event (“Event”) organized by Xebia Group B.V. and/or its respective Affiliate(s) (“Xebia” or “Organizer”). By completing the registration form on the corresponding Event website, Participant acknowledges acceptance of these Terms and Conditions. Participant and Xebia or Organizer may each be referred to as a “Party” or collectively as “Parties”.
Clause 1. The Event
1.1 Event details. Details of the Event are described on the corresponding Event website.
1.2 Changes to program. Organizer reserves the right to make changes to the program as described on the corresponding Event website.
Clause 2. Fees and Payment
2.1 Fees. Unless otherwise agreed, all fees are fixed and are not subject to revision. Fees are denominated in the indicated currency and are inclusive of currently valid VAT.
2.2 Payment. Fees must be paid by Participant within thirty (30) days following receipt of registration.
Clause 3. Term and Cancellation
3.1 Term. These Terms and Conditions are for a one-off Event and are effective until the first date after the Event has taken place. However, any rights reasonably necessary to promote, market, and recap the Event shall survive termination.
3.2 Cancellation by Participant. It is not possible to cancel a registration. The full fees will be charged even if Participant does not show up to the Event. Substitute participants can be communicated to the Organizer by e-mail free of charge up to three days before the Event.
3.3 Cancellation and changes by Organizer. Organizer reserves the right to cancel the Event or make a change in date or location. If so, Organizer will make every effort to inform Participant of cancellations or changes at its earliest convenience. In case of cancellation, fees that have already been paid will be refunded. All further claims are excluded.
Clause 4. (Personal) Data Collection
4.1 Participant data. Organizer will process personal data of Participants such as their name, email address, role and company name, for the express purpose of granting access to the platform. While processing such personal data, Organizer shall comply with all applicable laws relating to data protection and privacy including without limitation to the EU General Data Protection Regulation (2016/679) and all other applicable international, regional, federal or national data protection
laws, regulations and regulatory guidance, in force from time to time and applicable to Organizer and/or the organization of the Event.
4.2 Lead scanning. Participants acknowledge and consent to the use of lead scanning technology during the Event. Organizer may share Participant data collected via lead scanners with partners or sponsors who attend the Event. For a list of those partners and sponsors, please refer to the corresponding Event website.
Clause 5. Photographs and Recordings
5.1 Use and distribution. Organizer is permitted to use and distribute photographs and recordings, including those of individuals or groups of Participants, from the Event, in any media, including social media, in perpetuity for the purposes of advertising, publicity or reporting without any further approval from or any payment to Participants.
5.2 Access. In case Event sessions (such as presentations) are recorded, every effort is made to record all sessions and give access to recordings to registered Participants. However, circumstances beyond the control of Organizer may prevent certain sessions from being available for playback.
Clause 6. Intellectual Property Rights
6.1 IP ownership and use restrictions. Organizer retains ownership of its pre-existing intellectual property and similar and related rights (including, without limitation to, trade marks, copyright, design rights, know-how, confidential information and goodwill). No part of the materials created before or during the Event may be processed, reproduced, distributed, or used by Participant for public reproduction without the permission of Organizer. If Event materials contain third party rights, those rights remain with such third party.
6.2 Right to conference materials and usage permissions. Organizer retains the right to access and utilize all conference materials, such as speaker presentations, obtained during the Event. However, Organizer grants Participant the non-exclusive, non-transferable right to use the conference materials obtained during the Event, subject to any agreement thereof. This shall apply provided the conference materials are not specifically declared documents or other documents and media produced by Organizer. The intellectual property rights apply without restriction unless other agreements are made in writing.
6.3 Reputation. Participant shall not knowingly do, cause, or permit anything to be done which may prejudice or harm, or has the potential to prejudice or harm, the distinctiveness or reputation of Organizer’s intellectual property rights, or do anything which will or may affect any registration of Organizer’s intellectual property rights.
Clause 7. Liability
7.1 Organizer’s limited liability. Organizer’s liability, except in case of willful intent or gross negligence by Organizer, is in any event limited to the fees paid by Participant.
7.2 Death or personal injury. Organizer does not seek to limit or exclude its liability for death or personal injury caused by its negligence, fraud, or fraudulent misrepresentation.
Clause 8. Applicable Law and Jurisdiction
These Terms and Conditions and all other agreements in relation thereto between Parties are governed by Dutch Law. All disputes arising out of or in connection with these Terms and Conditions or any agreement in relation thereto between the parties shall be exclusively subject to the authority of the competent court in Amsterdam, The Netherlands.
Clause 9. Miscellaneous
9.1 Waiver. No failure to exercise and no delay in exercising on Organizer’s part of any right, power, or privilege hereunder shall operate as a waiver thereof nor shall any single or partial exercise of that right, power, or privilege preclude the enforcement of any other right, power or privilege nor shall the waiver of any breach of any provision herein be taken or
held to be a waiver of the provision itself. Any waiver to be effective must be in writing.
9.2 Severability. If any of the Clauses shall be found to be invalid, ineffective or unenforceable, the invalidity, ineffectiveness or unenforceability of such Clause (or part thereof) shall not affect any other Clause (or part of the Clause which is invalid, ineffective, or unenforceable) and all Clauses (or parts thereof) not affected by such invalidity, ineffectiveness, or unenforceability shall remain in full force and in effect.
9.3 References. References to ‘in writing’ in these Terms and Conditions shall include email unless expressly stated otherwise.